Agenda governance, finance & community service 18 september 2017

NOTICE OF MEETING Notice is hereby given that a Governance, Finance & Community Service Committee meeting of the Devonport City Council will be held in the Council Chambers, on Monday 18 September 2017, commencing at 5:30pm.

The meeting will be open to the public at 5:30pm.

QUALIFIED PERSONS In accordance with Section 65 of the Local Government Act 1993, I confirm that the reports in this agenda contain advice, information and recommendations given by a person who has the qualifications or experience necessary to give such advice, information or recommendation.

Paul West GENERAL MANAGER 13 September 2017

AGENDA FOR A MEETING OF THE GOVERNANCE, FINANCE & COMMUNITY SERVICE COMMITTEE OF DEVONPORT CITY COUNCIL HELD ON MONDAY 18 SEPTEMBER 2017 AT THE COUNCIL CHAMBERS AT 5:30PM Item

1.0

Page No.

APOLOGIES ............................................................................................... 1 Ald CD Emmerton

2.0

DECLARATIONS OF INTEREST ........................................................................ 1

3.0

PROCEDURAL............................................................................................. 2

3.1

PUBLIC QUESTION TIME ...................................................................................................................... 2

3.2

QUESTIONS ON NOTICE FROM ALDERMEN .............................................................................................. 3

4.0

GOVERNANCE REPORTS ............................................................................. 4

4.1

Public Interest Disclosures Act 2002 - Procedures Manual (D477498) .................................... 4

4.2

Annual Plan Progress Report - July-August 2017 (D488295) ................................................... 45

4.3

Elected Members' Expenditure Report - July-August 2017 (D490807) ................................. 71

5.0

FINANCE REPORTS ................................................................................... 74

5.1

Finance Report for August 2017 (D491528) ............................................................................... 74

6.0

COMMUNITY SERVICES REPORTS ................................................................ 85

6.1

Devonport Jazz 2017 (D476960) .................................................................................................. 85

6.2

Devonport Destination Action Plan (D491175) ....................................................................... 91

7.0

BI-MONTHLY REPORTS ........................................................................... 106

7.1

Governance & Finance Report (D488238) ............................................................................. 106

7.2

Community Services Report - September 2017 (D488239) .................................................. 119

7.3

Minutes of Council's Special Interest Groups and Advisory boards (D489356) ................ 134

7.4

Unconfirmed Minutes - Shared Audit Panel - 7 August 2017 (D478542) ............................ 158

8.0

CLOSED SESSION - CONFIDENTIAL MATTERS .............................................. 162 Out Of Closed Session .............................................................................. 163

9.0

CLOSURE .............................................................................................. 163

PAGE 1 Governance, Finance & Community Service Committee meeting Agenda 18 September 2017

Agenda of a meeting of the Devonport City Council’s Governance, Finance & Community Service Committee to be held at the Council Chambers, 17 Fenton Way, Devonport on Monday 18 September 2017 commencing at 5:30pm.

PRESENT Present Chair

Ald Rockliff Ald C D Emmerton Ald G F Goodwin Ald A J Jarman Ald S L Martin Ald T M Milne

Apology ✓

IN ATTENDANCE All persons in attendance are advised that it is Council policy to record Council Meetings, in accordance with Council’s Audio Recording Policy. The audio recording of this meeting will be made available to the public on Council’s website for a minimum period of six months. Members of the public in attendance at the meeting who do not wish for their words to be recorded and/or published on the website, should contact a relevant Council Officer and advise of their wishes prior to the start of the meeting.

1.0

APOLOGIES The following apology was received for the meeting.

Ald C D Emmerton

2.0

Apology

DECLARATIONS OF INTEREST

PAGE 2 Governance, Finance & Community Service Committee meeting Agenda 18 September 2017

3.0

PROCEDURAL

3.1

PUBLIC QUESTION TIME Members of the public are invited to ask questions in accordance with Council’s Public Question Time Policy (Min No 159/17 refers): 1.

Public participation shall take place at Council meetings in accordance with Regulation 31 of the Local Government (Meeting Procedures) Regulations 2015.

2.

Public participation will be the first agenda item following the formal motions: Apologies, Minutes, Declarations of Interest.

3.

Questions without notice will be dependent on available time at the meeting (with a period of 30 minutes set aside at each meeting).

4.

A member of the public who wishes to ask a question at the meeting is to state their name and address prior to asking their question.

5.

A maximum of 2 questions per person are permitted.

6.

A maximum period of 3 minutes will be allowed per person.

7.

If time permits, a third question may be asked once all community members who wish to ask questions have done so. A time limit of 2 minutes will apply.

8.

Questions are to be succinct and not contain lengthy preamble.

9.

Questions do not have to be lodged prior to the meeting, however they will preferably be provided in writing.

10.

A question by any member of the public and an answer to that question are not to be debated.

11.

Questions without notice and their answers will be recorded in the minutes.

12.

The Chairperson may take a question on notice in cases where the questions raised at the meeting require further research or clarification, or where a written response is specifically requested.

13.

Protection of parliamentary privilege does not apply to local government and any statements or discussion in the Council Chambers, or any document produced, are subject to the laws of defamation.

14.

The Chairperson may refuse to accept a question. If the Chairperson refuses to accept a question, the Chairperson is to give reason for doing so in accordance with the Public Question Time Policy.

PAGE 3 Governance, Finance & Community Service Committee meeting Agenda 18 September 2017

3.2

QUESTIONS ON NOTICE FROM ALDERMEN At the time of compilation of the agenda no questions on notice from Aldermen were received.

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4.0

GOVERNANCE REPORTS

4.1

PUBLIC INTEREST DISCLOSURES ACT 2002 - PROCEDURES MANUAL File: 17652 D477498

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.1

Review and amend governance structures, policies and procedures to adapt to changing circumstances

SUMMARY To ensure that Council complies with its statutory obligations relating to the Public Interest Disclosures Act 2002.

BACKGROUND The main objective of the Public Interest Disclosures Act 2002 is to encourage and facilitate the making of disclosures of improper conduct (or detrimental action) by public officers and public bodies. The Act specifically includes local government in its definitions of “public body” and “public officer” and therefore applies to all councils (Refer Section 6.2 of the Procedures Manual).

Under Section 38(1)(f) of the Public Interest Disclosures Act 2002, the Ombudsman is required to publish Guidelines and Standards to assist users of the Act in determining whether improper conduct (as defined in the Act) is serious or significant. These Guidelines are critical to the operation of the Act as they determine whether a disclosure is covered by the protections of the Act or whether the disclosure must be investigated.

In June 2017, the Ombudsman provided notice to the General Manager that a modified version of the Model Procedures, originally established by their office in 2003, had been drafted. The Ombudsman encouraged all public bodies to adopt the revised Model Procedures.

Council last reviewed and re-adopted the Procedures Manual on 28 July 2014.

STATUTORY REQUIREMENTS Council, as a “public body”, as referred to in the Public Interest Disclosures Act 2002, is required to comply with its statutory obligations under the Act, and to utilise the Procedures Manual in order to adhere to the Act’s provisions.

DISCUSSION The Ombudsman published Guidelines and Standards which incorporated revised Model Procedures for adoption by public bodies.

It is a requirement of the Act that: •

Each body establish procedures which comply with the Guidelines and Standards (S60(1));

•

That the public body submit its procedures to the Ombudsman for approval before their initial adoption (S60(3)); and

•

That the public body thereafter submit its procedures to the Ombudsman for approval once in each 3 year period following their initial approval (S60(3)).

ITEM 4.1

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The Ombudsman was provided with a copy of the draft Manual and has approved its content for adoption by Council. Changes are tracked in the attached version of the Manual.

COMMUNITY ENGAGEMENT No community consultation has been undertaken in respect of this report.

FINANCIAL IMPLICATIONS There are no financial implications associated with this report.

RISK IMPLICATIONS •

Political/Governance Failure to comply with the Public Interest Disclosures Act 2002 is an offence, and the imposition of a penalty, in accordance with the Act, may apply.

CONCLUSION Council must review and adopt policies and procedural documents to ensure they remain relevant, accurate and comply with its legislative requirements.

The changes made are consistent with Council’s previous Procedures Manual and in accordance with the Ombudsman’s revised Guidelines and Standards published in June 2017.

ATTACHMENTS ⇩ 1.

Public_Interest_Disclosures_Model_Procedures_Manual_Aug 2017 - Approved

RECOMMENDATION That it be recommended to Council that it adopt the attached Public Interest Disclosures Act 2002 Procedures Manual dated July 2017 with immediate effect.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.1

Paul West General Manager

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4.2

ANNUAL PLAN PROGRESS REPORT - JULY-AUGUST 2017 File: 26469 D488295

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.5

Maintain and monitor a fully integrated strategic and business planning process that meets legislative requirements and provides an increased performance management reporting capacity across the whole organisation and with external stakeholders

SUMMARY To provide an update on the progress of the 2017/18 Annual Plan as at 31 August 2017.

BACKGROUND Council adopted its 2017/18 Annual Plan on 26 June 2017. The Annual Plan outlines the actions to be undertaken this financial year to work towards achieving Council’s strategic goals.

STATUTORY REQUIREMENTS In accordance with Section 71 of the Local Government Act 1993, a Council is to prepare an Annual Plan for the municipal area each financial year.

DISCUSSION The Annual Plan has been developed to guide Council in its actions to ensure the future aspirations of the Devonport community can be achieved.

Key activities this financial year to date include: •

Communication plan developed for waste management collection arrangements for commercial/industrial areas of the City. New service levels progressively being rolled out;

•

Tender for relocation of Devonport Regional Gallery and visitor information services to an upgraded facility within the DECC awarded to Fairbrother Pty Ltd. Building permit is pending, with construction to commence late October;

•

Project design for dedicated boat trailer and RV parking in Victoria Parade completed and tendered. Construction has commenced;

•

Developed Ageing Stronger, Active Longer – 8-week health and well-being program for seniors to commence during Seniors Week 2017;

•

National Indoor Bias Bowls Championships held at the Devonport Recreation Centre in August, attracting over 500 participants and visitors to Devonport;

•

Emerging artists Ashley Bird and Amber Koroluk-Stephenson exhibited ‘The Nostalgic Toybox’ and “Homeland” respectively in the Little Gallery in July and August, as part of Council’s commitment to delivering emerging and early career exhibitions;

•

Developed Festival of Learning Program, secured investment partners, and scheduled launch and festival events;

•

Audit of three Council buildings undertaken in July by Council’s property insurer, with recommendations forming action plan for monitoring improvements.

ITEM 4.2

PAGE 46 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

Progress comments are provided for each action in the attached Progress Report. Below is a graphical snapshot of Council’s performance against each Strategic Goal and against actions overall across the organisation.

2017/18 AP Actions Organisation

On Track - 76.57%

Off Track - 23.43%

Goal 1 - Living Lightly on Our Environment

On Track - 100%

Goal 2 - Building a Unique City

On Track - 92.31%

On Track - 72.42%

Goal 3 -3 Growing aa Vibrant Goal - Growing Economy Vibrant Economy

Off Track - 7.69%

Goal 4 - Building Quality of Life

Off Track - 0%

On Track - 75% Off Track Off Track - 25% On Track - 50% - 50%

Goal 5 - Practicing Excellence in Governance

Off Track - 27.58%

On Track - 69.23%

COMMUNITY ENGAGEMENT There was no community engagement as a result of this report.

ITEM 4.2

Off Track - 30.77%

PAGE 47 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

FINANCIAL IMPLICATIONS Budget implications are communicated to Alderman separately and do not form part of this report.

RISK IMPLICATIONS All Annual Plan actions have been assigned a risk rating of Low, Medium, High or Extreme.

Risk ratings are shown alongside each action in the attached progress report. Annual Plan actions also form part of Council’s Risk Register.

CONCLUSION The 2017/18 Annual Plan Progress Report as at 31 August 2017 is provided for the information of the Aldermen and community.

ATTACHMENTS ⇊ 1.

Annual Plan Progress Report - July - August 2017

RECOMMENDATION That it be recommended to Council that the 2017/18 Annual Plan Progress Report for the period ended 31 August 2017 be received and noted.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.2

Paul West General Manager

Annual Plan Progress Report - July - August 2017

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4.3

ELECTED MEMBERS' EXPENDITURE REPORT - JULY-AUGUST 2017 File: 22947 D490807

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2

Provide appropriate support to elected members to enable them to discharge their functions

SUMMARY To detail expenditure of both the Mayor and Aldermen.

BACKGROUND This report is in response to a Council resolution (Min 49/12 refers) “That Council be provided with a specific monthly report in relation to expenditure incurred, in excess of statutory allowances, for both the Mayor and Aldermen.”

STATUTORY REQUIREMENTS Under the Local Government Act 1993, Council is required to publish details of the total allowances and expenses paid to the Mayor, Deputy Mayor and Aldermen in its Annual Report, however there is no obligation to do so at any other time.

DISCUSSION Expenditure processed for the two month period July-August, 2017 inclusive, is detailed below: Mayor Steve Martin $ 59.16 Mobile telephone expenses $ 36.86 ALP Breakfast $ 154.62 Book of the Year Awards dinner $ 81.82 Devonport Basketball dinner $ 499.00 Accommodation and meal expenses – LGAT Conference Alderman Rockliff $ 289.09 Accommodation expenses - LGAT Conference Alderman Laycock $ 395.91 Accommodation and meal expenses – LGAT Conference Alderman Milne $ 372.73 Accommodation and meal expenses – LGAT Conference Alderman Goodwin $ 349.09 Accommodation and meal expenses – LGAT Conference Alderman Jarman $ 347.27 Accommodation and meal expenses – LGAT Conference Alderman Matthews $ 800.00 LGAT Conference Registration fee $ 592.14 Accommodation, meal and travel expenses – LGAT Conference Aldermen $ 291.44

iPad expenses

ITEM 4.3

PAGE 72 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

The attached table sets out the cumulative expenditure for the 2017/18 financial year.

Due to the timing of Credit Card statements and invoices, expenditure will be reported as and when the account is paid. Items in this report may relate to transactions that occurred in previous months.

COMMUNITY ENGAGEMENT There was no community engagement as a result of this report.

FINANCIAL IMPLICATIONS Mayoral and Aldermen expenses are costed to the general ledger account for Aldermen Support.

RISK IMPLICATIONS It is believed there are no risks associated with this report.

CONCLUSION Expenses are reported in accordance with Council’s direction.

ATTACHMENTS ⇊ 1.

Cumulative Totals - YTD - August 2017

RECOMMENDATION That it be recommended to Council that the report advising of Aldermen expenses be received and noted.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.3

Paul West General Manager

Cumulative Totals - YTD - August 2017

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5.0

FINANCE REPORTS

5.1

FINANCE REPORT FOR AUGUST 2017 File: 26544 D491528

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.5.1

Provide financial services to support Council's operations and meet reporting and accountability requirements

SUMMARY To report the details of Council’s financial position and operational outcomes against budget for the current financial year.

BACKGROUND Monthly financial reports are provided to Council for information.

STATUTORY REQUIREMENTS The Local Government Act 1993 at Section 82 provides: (4)

A council may alter by absolute majority any estimate referred to in subsection (2) during the financial year.

DISCUSSION The attached report provides an overview of Council’s financial position and year to date operating result as of 31 August 2017.

Included in the report are the following: Financial Summary – This report provides an overview of Council’s Operational and Capital Income and Expenditure, along with details on cash position and Debtors information for the reporting period.

Summarised Operating Report – This report provides a summary of operational income and expenditure for the period to date compared to both the YTD Budget and Annual Budget.

Financial Charts – These charts provide a visual representation of year to date Income and Expenditure compared to budget and prior year, plus a Capital Expenditure chart which demonstrates the progress of the current year capital plan against budget and prior year capital plan information for reference.

Balance Sheet Report – This report provides a snapshot of Council’s financial position at the end of the reporting period.

Capital Expenditure Report – This report provides a list of all approved capital expenditure projects with their allocated budget, YTD expenditure and forecast expenditure including commentary in relation to budget variances, as well as whole of project budget and cost for those projects which span more than one financial year. Carried forward funding from the 2016/17 financial year us yet to be added to the table and will be reported to Council at the 25 September meeting.

ITEM 5.1

PAGE 75 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

COMMUNITY ENGAGEMENT No community engagement was required for this report.

FINANCIAL IMPLICATIONS This report presents Council’s operating result and financial position and is provided for information purposes.

The 2017/18 budget includes the financial impact of proposed changes to the commercial waste collection service. The assumption at the time resulted in the recognition of the full amount of service charges revenue and an offsetting remission to commercial ratepayers of $410,833. However, the final rates resolution included a 10% cap on commercial waste charges rather than granting a remission. The transaction results in the same net financial impact to Council, but creates variances against budget for Service Charge – Waste Management revenue and Remission expense of the $410,833. This variance will remain for the entire financial year. It is proposed to amend the budget to offset the variance. The impact will be to reduce Waste Charges revenue budget by $410,833 and reduce Remission expense budget by the same amount.

RISK IMPLICATIONS •

Financial Inaccurate financial information could lead to poor financial decision making.

CONCLUSION The monthly financial report provides an overview of Council’s operating result and financial position at the end of the reporting period.

ATTACHMENTS ⇩ 1.

Finance Report - Aug. 2017 - Attachment 1

⇩ 2.

Capital Report - Aug. 2017 - Attachment 2

RECOMMENDATION That it be recommended to Council that: (a)

the Finance Report for August 2017 be received and noted; and

(b)

in accordance with Section 82(4) of the Local Government Act 1993, Council by absolute majority amend the 2017/18 budget to reduce each of the Service Charge – Waste Management revenue and Waste Management Remission expense by $410,833.

Author: Position:

Rodney O’Rourke Accountant

Endorsed By: Position:

ITEM 5.1

Kym Peebles Executive Manager Performance

Organisational

PAGE 76 Finance Report - Aug. 2017 - Attachment 1

ATTACHMENT [1]

Devonport City Council FINANCE REPORT YTD for the month ended August 2017 Contents: Monthly Finance Report for Council.

Financial Summary Summarised Operating Report, including Financial Charts Balance Sheet Report Capital Expenditure Report (with Commitments) Operating Report (Natural Account Level) - Whole of Council Forecast Adjustments Work in Progress Detailed Report Service Unit Summary Report Signed Management Reports by Department

Page 1 2-3 4 5-7 8-11 12 13-14 15-19

Note: Signed Management Reports were not provided by the due date for the following Departments: Nil

The operating result for the month of August is a surplus of $456K, which represents a 2.0% gain on budget. At this stage a forecast operating result for the financial year ending June 2018 is a deficit of $522K Rates & Service Charges - $371K Unfavourable Rates and services charges are behind budget due to waste management charges. The majority of the unfavourable variation relates to commercial waste and follows a change to Council's rating policy regarding the determination of commercial waste charges. During the early budget stages it was proposed to raise commercial waste charges to their full value then allow a partial remission of the new waste charge, as this has not occurred the impact is reported as a reduction in commercial waste income of $411K offset by a gain in commercial waste remissions of $411K. Fees and User Charges - $43K Favourable Fees and user charges are ahead of budget due to: infringements and fines, facility hire, development fees and property leases these gains are partially offset by unfavourable variations in transfer station fees and admissions fees (Jazz festival and the Bass Strait Maritime Centre).

Grants - Operating - $1K Unfavourable Contributions - Operating - $7K Favourable The favourable variation predominantly relates to donations received for the Road Safety Bike Park.

Dividend Income - $1K Unfavourable Profit sharing - $34K Favourable The favourable variation relates to a 50% profit sharing arrangement with Belgravia Leisure and is based on the 2016/17 trading period of Splash Aquatic and Leisure Centre. A forecast adjustment of $34K has been made.

Interest Income - $8K Favourable Interest income is slightly ahead of budget due to a higher than expected investment balance at the beginning of the financial year.

Other Revenue - $36K Favourable The gain relates to the recovery of outstanding infringements and utility recoveries associated with the Devonport Aquatic Centre.

ITEM 5.1

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Employee Benefits - $162K Favourable Expenditure on employee benefits is currently below budget consisting of: direct employee costs $85K, leave entitlements $25K, employee related costs (training, w/comp & payroll tax $41K, and superannuation $11K. The variation can be attributed in part to unfilled vacancies as the budget for employee costs was based on 148.03 FTE's whereas the actual YTD figure for July totalled 143.93 FTE's.

Materials and Services - $65K Favourable Expenditure on materials is currently less than budget and predominantly relates electricity and gas charges which are expected to more closely align with budget as the year progresses.

Depreciation - $4K Favourable Depreciation currently aligns closely with budget.

Financial Costs - $11K Favourable Financial costs are slightly below budget and relate to bank fees and charges and interest expense.

Levies & Taxes - $15K Favourable The favourable variation relates to Council rates for Living City, parking, the aquatic centre and sports grounds.

Other Expenses - $497K Favourable The majority of the favourable variation in other expenses relates to commercial waste remissions of $411K the remainder of the gain relates to sponsorship, community grants and bad debts expense. Refer above comment under rates and service charges.

Internal Charges and Recoveries - $53K Unfavourable Internal charges and recoveries are behind budget as a result of fewer labour hours being capitalised than planned. Net recoveries from Operations are behind budget by $40K, Infrastructure is behind budget by $8K and plant is behind budget by $5K. According to the Works system, to the end of August 2017, a total of 1,132 labour hours have been capitalised compared to a budget of 2,279 hours.

Balance Sheet The balance of Capital Work in Progress at the end of August is $32.78M all of which $32.71M relates to prior years projects not yet capitalised, including $27.42M in relation to the LIVING CITY Project.

ITEM 5.1

PAGE 78 Finance Report - Aug. 2017 - Attachment 1

ATTACHMENT [1]

SUMMARISED OPERATING REPORT YTD Budget

YTD to August 2017 YTD Variance $ %

Actual

Full Budget 2018

Forecast 2018

INCOME Rates and Service Charges Fees and User Charges Grants - Operating Contributions - Operating Dividend Income Profit Sharing

27,523,264

27,151,971

(371,293)

-1.3%

27,638,264

27,638,264

1,092,413

1,135,888

43,475

4.0%

6,417,880

6,417,880

335,442

334,889

-0.2%

1,133,300

1,173,300

1,988

9,304

7,316

368.1%

49,925

49,925

80,000

78,901

(1,099)

-1.4%

2,314,426

2,314,426

(554)

-

33,702

33,702

#DIV/0!

Interest Income

42,000

49,999

7,999

19.0%

252,000

252,000

Other Revenue

171,392

207,862

36,470

21.3%

1,028,025

1,028,025

29,246,499

29,002,515

(243,984)

-0.8%

38,833,820

38,907,522

Employee Benefits

1,957,152

1,795,455

161,696

8.3%

12,041,147

12,041,147

Materials and Services

1,926,110

1,860,859

65,251

3.4%

12,835,034

12,835,035

Depreciation

1,439,317

1,435,206

4,111

0.3%

8,815,900

8,815,900

Financial Costs

109,331

98,289

11,043

10.1%

1,503,403

1,503,403

Levies & Taxes

465,188

450,625

14,563

3.1%

3,439,627

3,439,627

Other Expenses

666,866

170,023

496,843

74.5%

1,426,033

1,426,033

(105,275)

(51,818)

(53,457)

50.8%

TOTAL INCOME

-

33,702

EXPENSES

Internal Charges and Recoveries

TOTAL EXPENSES NET OPERATING SURPLUS / (DEFICIT)

(631,651)

6,458,689

5,758,639

700,050

10.8%

39,429,493

39,429,494

22,787,810

23,243,877

456,066

2.0%

(595,673)

(521,972)

1,999,800

2,049,799

49,999

2.5%

8,711,118

-

0.0%

CAPITAL ITEMS Grants - Capital Contributions - Capital Gain / Loss on Disposal of Assets Change in Value of Investment in DRWMA

TOTAL CAPITAL ITEMS NET SURPLUS / (DEFICIT) Own Source Revenue:

(631,651)

-

-

(1,000)

(134,491)

-

-

1,998,800

1,915,308

24,786,610

25,159,185

98.8%

98.8%

ITEM 5.1

(133,491) 13349.1% (83,492)

372,575

800,000 (537,000)

0.0%

141,160

-4.2%

9,115,278

1.5%

8,519,605 97.0%

PAGE 79 Finance Report - Aug. 2017 - Attachment 1

ATTACHMENT [1]

FINANCIAL SUMMARY

YTD to August 2017

Operating Summary

YTD Budget

Actual

Revenue Expenditure

29,246,499 6,458,689

29,002,515 5,758,639

Operating Position

22,787,810

23,243,877

Capital Expenditure Summary

Annual Budget

Capital Expenditure

Actual

48,920,700

3,219,425

Annual Budget 38,833,820 39,429,493 (595,673)

August 2017 Rates Debtors Infringement Debtors Sundry Debtors Planning & Health Debtors

June 2017

Rates Debtors Ageing

17,357,354 73,929 229,249 17,040

(119,014) 31,789 500,417 8,691

17,677,571

421,883

2017/2018 - Current 2016/2017 - 1 Year 2015/2016 - 2 Years 2014/2015 - 3 Years 2013/2014 - Older

(521,972)

48,920,700

August 2017

Debtor Information

38,907,522 39,429,494

Annual Forecast

Cash Information

Operating Account (Reconciled balance) Interest-Earning Deposits

Current Forecast

June 2017

2,383,280 17,593,015

3,568,105 12,394,846

19,976,295

15,962,951

August 2017 17,001,303 221,529 53,631 23,693 57,198

% of Annual Rates 62.6%

17,357,354

Cash Investment Information Actual Rate ANZ Cash Deposits - At Call ANZ Loan Repay. A/c - (existing loans) - At Call CBA Cash Deposits - At Call MyState Term Deposit

2.00% 1.50% 1.00% 2.70% 4 months maturing 6/12/2017

August 2017 12,570,869 20,969 1,001,177 4,000,000 17,593,015

All cash investments are invested in compliance with Council's Investment Policy.

Benchmarks: BBSW90 Day Index RBA Cash Rate

1.72% 1.50%

Commentary This report provides a high level summary of operational income and expenditure, capital expenditure and the cash and receivables position as at the date of the report.

ITEM 5.1

PAGE 80 Finance Report - Aug. 2017 - Attachment 1

ATTACHMENT [1]

FINANCIAL CHARTS

Year to Date to end of August 2017

Income Analysis 30,000,000 25,000,000

$ Income

20,000,000 15,000,000 10,000,000 5,000,000

-

Rates & Utility Charges

Fees & Charges

Grants

Contributions

Other Income

9,304

Dividends and Other Investment Income 162,602

2018 YTD

27,151,971

1,135,888

334,889

Bud YTD

27,523,264

1,092,413

335,442

1,988

122,000

2017 YTD

27,128,202

1,056,043

561,599

171,392

30,509

123,017

158,491

207,862

Expenditure Analysis 2,000,000

$ Expenditure

1,500,000

1,000,000

500,000

-

(500,000)

Materials & Services 1,860,859

Depreciation

2018 YTD

Employee Benefits 1,795,455

Finance Costs

Levies & Taxes

Bud YTD

1,957,152

1,926,110

2017 YTD

1,768,219

1,728,221

450,625

Other Expenses 170,023

Internal Charges (51,818)

1,435,206

98,289

1,439,317

109,331

1,412,342

1,850,713

465,188

666,866

(105,275)

486,825

213,360

(85,764)

Capital Expenditure - $'000 $60,000

Accumulated Expenditure - $'000

$50,000 $40,000 $30,000 $20,000 $10,000 $0

Jul

Aug

Sep

1,600

4,400

8,300

12,200 16,100 19,200 23,300 27,600 32,100 36,800 42,300 48,921

2018 Actual

46

3,219

2018 Actual including commitments

690

7,093

1,600

4,400

8,300

12,200 16,100 19,200 23,300 27,600 32,100 36,800 42,300 48,921

568

1,109

3,113

4,888

2018 Budget - Cumulative

2018 Forecast 2017 Actual

Oct

Nov

6,028

ITEM 5.1

Dec

8,443

Jan

Feb

Mar

Apr

May

Jun

10,579 13,563 17,051 19,881 22,984 28,290

PAGE 81 Finance Report - Aug. 2017 - Attachment 1

ATTACHMENT [1]

BALANCE SHEET REPORT

As at August 2017 31 Aug 2017

30 Jun 2017

2,383,280 173,038 17,593,015 17,357,354 73,929 229,249 17,040 3,700 65,240 96,054 384,489 38,376,386

3,568,105 162,040 12,394,846 (119,014) 31,789 500,417 8,691 3,700 584,179 96,054 399,663 17,630,468

Current Assets Cash at Bank and On Hand Trust Deposits Cash Investments Receivables - Rates and Utility Charges Receivables - Infringements Receivables - Sundry Receivables - Planning & Health Loans Receivable - Current Accrued Revenue Prepayments Net GST Receivable

Non Current Assets Loans Receivable - Non-Current Dulverton Regional Waste Management Authority TasWater Property, Plant & Equipment Accumulated Depreciation - PP&E Capital Work in Progress

27,600 5,515,274 86,226,329 691,189,812 (270,218,160) 32,780,182 545,521,036

31,300 5,515,274 86,226,329 691,562,974 (269,017,808) 29,399,573 543,717,642

583,897,423

561,348,111

790,191 546,035 193,194 93,202 768,000 1,044,941 1,115,755 4,551,318

399,319 3,539,025 160,025 98,803 768,000 1,005,807 1,139,222 7,110,201

Income In Advance - Non Current Loans - Non-Current Long Service Leave - Non-Current

13,000,000 18,844,000 431,714 32,275,714

13,000,000 18,970,000 431,714 32,401,714

Total Liabilities

36,827,032

39,511,915

547,070,391

521,836,195

306,153,714 1,445,822 9,829,424 204,482,245 23,243,877 1,915,308

306,157,532 1,445,822 9,829,424 196,878,567 2,358,619 5,166,231

Total Equity

547,070,391

521,836,195

Current Ratio:

8.43

2.48

Total Assets Current Liabilities Trade Creditors Accrued Expenses Trust Liability Income In Advance - Current Loans - Current Annual Leave Long Service Leave - Current

Non Current Liabilities

Net Assets Equity Asset Revaluation Reserve Asset Revaluation Reserve - Associates Other Reserves Accumulated Surplus Operating Surplus / (Deficit) Capital Surplus / (Deficit)

The Current ratio indicates Council's ability to pay its debts as and when they become due.

A ratio of one or higher is required for the entity to remain solvent.

ITEM 5.1

PAGE 82 Capital Report - Aug. 2017 - Attachment 2

ATTACHMENT [2] Capital Works Income & Expenditure Report for August 2017 Funding 2017/18

Additional Funds Annual Budget Carried forward & adjustments

$

$

Expenditure 2017/18

Performance Measures

Balance

Total Budget Available

External Funding Included in Total

Forecast

Actual

Commitments

Total Expenditure

Remaining Funds

Works Start

Works Completion

% Budget

$

$

$

$

$

$

$

Month

Month

Spent

Dec - 17

Dec - 17

Comments

Summary Open Space & Recreation Buildings & Facilities Stormwater Transport Living City Plant & Fleet Other Equipment Total Capital Works

759,400 1,638,000 580,000 5,095,000 39,900,000 549,100 399,200 48,920,700

-

759,400 1,638,000 580,000 5,095,000 39,900,000 549,100 399,200 48,920,700

1,211,868 7,499,250 8,711,118

759,400 1,638,000 580,000 5,095,000 39,900,000 549,100 399,200 48,920,700

999 20,508 17,211 119,573 3,061,134 3,219,425

13,400 2,366,393 1,598 1,419,364 48,128 24,422 3,873,303

14,399 2,386,901 18,808 1,538,937 3,109,262 24,422 7,092,728

745,001 (748,901) 561,192 3,556,063 36,790,738 549,100 374,778 41,827,972

Open Space & Recreation CP0135 Meercroft Park - Re-clad external walls of change rooms

28,000

CP0134 Mersey Bluff Playground - Shade Sail Renewal

28,000

28,000

28,000

-

-

-

28,000

Oct - 17

Oct - 17

0.0%

CP0136 Aquatic Ctr. O/door Filter vessels associated pipework and roof over

140,000

140,000

140,000

-

-

-

140,000

April - 18

May - 18

0.0% Scope & RFQ Sep , parts will be ordered but due to

CP0137 Vietnam Veteran's Memorial - BBQ shelter renewal CP0138 Path Renewal Program

80,000

80,000

80,000

425

-

425

79,575

Feb - 18

April - 18

0.5% Rplace support structure and reconfigure BBQ

65,000

65,000

65,000

-

-

-

65,000

TBA

TBA

CP0139 Aquatic Centre - replace shade covers north & west of 50m pool CP0140 Fitness Equipment East Devonport CP0141 Julie Burgess Pontoon Lights CP0142 Lovett St. Soccer Ground - new scoreboard & coach/players bench

25,000

25,000

25,000

25,000

Oct - 17

Oct - 17

0.0%

217,400 6,000 50,000

217,400 6,000 50,000

217,400 6,000 50,000

156 300

156 300

217,400 5,844 49,700

TBA Oct - 17 Jan - 18

TBA Oct - 17 Mar - 18

0.0% Pending grant 2.6% 0.6%

100,000 20,000

100,000 20,000

117

13,400

13,517

100,000 6,483

TBA Oct - 17

TBA Nov - 17

759,400

999

13,400

14,399

745,001

-

80,000 200,000 50,000

CP0143 Mersey Vale cemetery - Children's Area CP0144 Mersey Vale Cemetery - future columns for memorial garden Total Open Space & Recreation Buildings & Facilities CB0085 D/Port Dog's Home - Construction of 2 pens CB0086 Payne Avenue toilet block CB0087 Devonport Football Club - roof CB0080 Art Gallery Integration Project CB0089 Devonport rec. Centre - additional toilet in men's squash change rooms Total Facilities

28,000

28,000

-

-

-

28,000

0.0% RFQ will be out early september with expected works to be carried out in December to av oid most busy time Early October fitment - Low disruption Manifature time parts will be ordererd & stored ready for fitment after summer season layout - Design underway

-

100,000 20,000 759,400

-

759,400

-

-

80,000 200,000 50,000

80,000 200,000 50,000

80,000 200,000 50,000

-

1,300,000

1,300,000

1,300,000

20,000

2,360,172

2,380,172

(1,080,172)

8,000

8,000

8,000

508

6,221

6,729

1,271

1,638,000

20,508

2,366,393

2,386,901

1,638,000

-

1,638,000

-

ITEM 5.1

-

(748,901)

0.0% Work scope still to be dev eloped - will be summer job

Early October fitment - Low disruption

Feb- March works - grant application in place

0.0% 67.6%

16 pillars to be installed

1.9% TBA TBA Jan - 18

TBA TBA Jan - 18

0.0% 0.0% 0.0%

TBA

TBA

183.1%

Sep - 17

Sep - 17

84.1% 145.7%

RFQ to be prepaired

RFQ' submissions due 28/08 works to be compleated prior to 2nd week in October

PAGE 83 Capital Report - Aug. 2017 - Attachment 2

ATTACHMENT [2] Funding 2017/18

Additional Funds Carried forward Annual Budget & adjustments $ $

Total Budget Available $

Transport CT0195 Oldaker and Ronald Safety Improvements CT0196 Gatenby Drive detention basin access CS0064 Webberleys Road Seal

140,000 20,000 60,000

140,000 20,000 60,000

CT0197 Paloona Road - Hogg Creek approach barriers

20,000

CT0198 Mersey Bluff pedestrian link CT0199 Griffitys Street - pedestrian link CT0200 Forth Road, Don - pedestrian link CT0201 Road traffic device renewal CT0202 Street light provision CT0203 Transport minor works CT0194 Reseal program CT0182 Parking Infrastructure renewal CT0205 Torquay Rd reconstruction - Canning Drv. East to West CT0206 Birala Place renewal CT0207 Saleyard Road renewal CT0208 Bishops Road renewal CT0209 Formby Rd. renewal northbound - Lyons Av. To Bass Highway CT0210 CBD footpath renewals CT0211 Rural Road route signs CT0212 D/port Road renewal - Bay Drv. to Mersey Rd. CT0213 James St. renewal - Clements St to Nth Fenton St CT0187 Ronald St. renewal - Madden St. to Parker St. CT0214 Lighthouse carpark improvements CT0189 Buster Road renewal - west of Don River (stg.2)

75,000 30,000 30,000 25,000 20,000 25,000 700,000 25,000 400,000 90,000 300,000 480,000 330,000

CT0213 James St footpath renewal - Clements St. to North Fenton St. CT0212 Devonport Rd. Footpath renewal - Bay Drv. to Mersey Road CT0175 Victoria Parade boat ramp improvements CT0215 Rooke St. (design) Stewart St. to Steele St. Total Transport

External Funding Included in Total $

Forecast $

Actual $

Performance Measures

Balance

Commitments $

Remaining Funds $

Works Start Month

Works Completion Month

-

140,000 20,000 60,000

Feb-18 Nov-17

Mar-18 Dec-17

% Budget Spent

Comments

-

20,000

20,000

664

6,832

7,496

12,504

Aug-17

Sep-17

37.5% Installation underway

75,000 30,000 30,000 25,000 20,000 25,000 700,000 25,000 400,000

75,000 30,000 30,000 25,000 20,000 25,000 700,000 25,000 400,000

2,767 31,942 12,548

15,450 357,516 1,260

2,767 15,450 389,458 13,808

75,000 27,233 30,000 25,000 4,550 25,000 310,542 25,000 386,192

Feb-18 Oct-17 Jan-18 TBA Aug-18 TBA Aug-17 TBA Oct-17

Mar-18 Nov-18 Feb-18 TBA TBA TBA Jan-18 TBA Dec-17

0.0% 9.2% Design and consultation progressing 0.0% 0.0% 77.3% 2 poles in East Dev onport ordered 0.0% 55.6% Asphalt work underway 0.0% machines hav e been ordered 3.5%

90,000 300,000 480,000 330,000

90,000 300,000 480,000 330,000

6,636 1,504 3,233 5,161

405 1,278 2,005 2,772

7,041 2,782 5,238 7,932

82,959 297,218 474,762 322,068

Sep-17 Jan-18 Dec-17 Dec-17

Oct-17 Mar-18 Mar-18 Mar-18

7.8% Design progressing 0.9% 1.1% 2.4%

200,000 40,000 275,000 360,000

200,000 40,000 275,000 360,000

200,000 40,000 275,000 360,000

15,752 35

628 1,765

16,380 1,800

200,000 40,000 258,620 358,200

Mar-18 Mar-18 Oct-17 Mar-18

Jun-18 Mar-18 Dec-17 Jun-18

0.0% 0.0% 6.0% Design progressing 0.5%

35,000 100,000 750,000

35,000 100,000 750,000

35,000 100,000 750,000

153 2,483 3,128

683,131

153 2,483 686,259

34,847 97,517 63,741

Sep-17 Oct-17 Sep-17

Nov-17 Nov-17 Jan-18

110,000

110,000

110,000

35

1,765

1,800

108,200

TBA

TBA

1.6%

75,000

75,000

75,000

15,752

628

16,380

58,620

TBA

TBA

21.8%

330,000 50,000

330,000 50,000

280,000

330,000 50,000 5,095,000

361,709 1,538,937

Dec 17 TBA

1,211,868

343,929 1,419,364

Sept 17 Aug-18

5,095,000

17,780 119,573

-

45,000

-

746,868

ITEM 5.1

-

Total Expenditure $

140,000 20,000 60,000

5,095,000

140,000

Expenditure 2017/18

(31,709) 50,000 3,556,063

0.0% External funding secured.

0.0% 0.0% External funding not av ailable.

Project will no

longer proceed.

Tenders adv ertised

0.4% 2.5% Design and consultation progressing 91.5% construction pending

109.6% construciton has commenced 0.0% 30.2%

PAGE 84 Capital Report - Aug. 2017 - Attachment 2

ATTACHMENT [2] Funding 2017/18

Additional Funds Carried forward Annual Budget & adjustments $ $ Stormwater CS0062 Minor stormwater works CS0063 William St. SW catchment upgrade - Stage 7 CS0064 Webberleys Road - new culvert CS0065 264 Lillico Road culvert upgrade CS0066 42 Lawrence Drv. s/water improvements CS0067 Tugrah Road - new pits in gravel section CS0068 Finlayson Way - stormwater improvements SC0069 Maidstone Park - stormwater NE of oval CS0070 Stormwater outfall risk management CS0071 Pit replacements Total Stormwater Plant & Fleet CF0020 Hire Plant Replacement Plan (including disposal proceeds) CF0021 Minor Non-hire plant Replacement Plan (including disposal proceeds) CF0019 Fleet Replacement Plan (including disposal proceeds) Total Plant & Fleet Other Equipment CE0008 Office Equipment (inc. art acquisition $10K) CC0010 & 11 Information Technology - Renewal & Upgrades Total Other Equipment TOTAL CAPITAL EXPENDITURE - EXCLUDING LIVING CITY Living City CB0068 Living City - Strategic Initiatives Total Living City TOTAL CAPITAL EXPENDITURE - INCLUDING LIVING CITY

30,000 250,000 15,000 25,000 15,000 30,000 95,000 40,000 30,000 50,000 580,000

-

Total Budget Available $ 30,000 250,000 15,000 25,000 15,000 30,000 95,000 40,000 30,000 50,000 580,000

External Funding Included in Total $

-

Expenditure 2017/18

Forecast $ 30,000 250,000 15,000 25,000 15,000 30,000 95,000 40,000 30,000 50,000 580,000

Actual $

Performance Measures

Balance

Commitments $

Total Expenditure $

1,289 8,245 6,425 1,253

333 1,030 235 -

1,289 8,578 7,454 235 1,253

17,211

1,598

18,808

Remaining Funds $

Works Start Month

Works Completion Month

% Budget Spent

28,711 241,422 15,000 25,000 7,546 30,000 94,765 40,000 28,747 50,000 561,192

TBA Oct-17 Jan-18 Nov-17 Aug-17 Jan-17 Oct-17 May-18 Sep-17 Aug-17

TBA Dec-17 Jan-18 Nov-17 Sep-17 Feb-17 Nov-17 May-18 TBA TBA

4.3% 3.4% 0.0% 0.0% 49.7% 0.0% 0.2% 0.0% 4.2% 0.0% 3.2%

Comments

v arious locations under consideration Design progressing

Construction pending

Design progressing v arious locations under consideration

320,000

320,000

320,000

-

-

-

320,000

NA

NA

0.0%

List of identified items to be progressiv ely purchased

59,100

59,100

59,100

-

-

-

59,100

NA

NA

0.0%

List of identified items to be progressiv ely purchased

170,000

170,000

170,000

-

-

-

170,000

NA

NA

0.0%

List of identified items to be progressiv ely purchased

549,100

-

-

-

549,100

549,100

-

549,100

136,200

-

136,200

136,200

-

9,109

9,109

127,091

NA

NA

6.7%

List of identified items to be progressiv ely purchased

263,000

-

263,000

263,000

-

15,313

15,313

247,688

NA

NA

5.8%

Ongoing program of IT infrastructure upgrades

399,200

-

399,200

399,200

-

24,422

24,422

374,778

6.1%

9,020,700

-

9,020,700

1,211,868

9,020,700

158,291

3,825,175

3,983,466

5,037,234

44.2%

39,900,000 39,900,000

-

39,900,000 39,900,000

7,499,250 7,499,250

39,900,000 39,900,000

3,061,134 3,061,134

48,128 48,128

3,109,262 3,109,262

36,790,738 36,790,738

48,920,700

8,711,118

48,920,700

3,219,425

3,873,303

7,092,728

41,827,972

48,920,700

-

-

-

ITEM 5.1

0.0%

July 2017

June 2018

7.8% 7.8% 14.5%

Project to continue through duration of the year

PAGE 85 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

6.0

COMMUNITY SERVICES REPORTS

6.1

DEVONPORT JAZZ 2017 File: 33120 D476960

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.2.2

Cultural facilities and programs are well planned and promoted to increase accessibility and sustainability, active engagement and strong participation for the benefit of current and future generations

SUMMARY To provide Council with an overview of the Devonport Jazz Festival 2017.

BACKGROUND The Devonport Jazz Festival was held from 27-30 July 2017. The four-day festival featured 39 performances at venues throughout Devonport and surrounds.

The festival, now in its sixteenth year featured The Idea of North, Monica Trapaga & the Bachelor Pad, the Jackson Four and an array of well-known local and mainland jazz and blues artists. Once again the program featured a variety of jazz styles and events that suited all budgets and tastes. A notable inclusion in the 2017 festival was Polish jazz duo Myrczek & Tomaszewski, with their appearance in Devonport Jazz allowing them to build an Australian tour.

Devonport Jazz saw 3,500 individual tickets sold to a combination of events that were either funded by Council in venues that Council managed or events in venues where Council engaged artists and on-sold them. Council collects a fee from venues to cover the cost of the artists performing in that venue and provides audio infrastructure and operators for venues that do not have the set up to provide their own. Council also manages the marketing and promotion of the festival.

Council wears the risk for any loss where ticket revenue does not exceed venue and artist costs for performances in Council owned venues.

In late 2016, Viktor Zappner stepped down as Musical Director of Devonport Jazz after many years. The 2017 festival saw this role performed by the Marketing and Events department.

STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report.

DISCUSSION The 2017 festival saw a double headliner with Monica Trapaga of Play School fame playing alongside her band The Bachelor Pad on Friday night and award winning 4-piece a capella group The Idea of North performing on the Saturday night. The Idea of North rounded out their appearance with a sell-out singing workshop on Saturday morning. As per previous years, headline acts played in the Town Hall Theatre at the Devonport Entertainment and Convention Centre.

Other highlights included a series of Pure Jazz Sessions at the Lifeway Auditorium, the addition of dinner and show events at French restaurant, Bistro Camille and a band playing live to a silent movie.

ITEM 6.1

PAGE 86 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

Due to poor weather the Muso’s in the Mall event was cancelled. Unfortunately, there was no back up venue that could accommodate the big band that was scheduled to play. Swing dance lessons in Centenary Court were offered as an alternative and were attended by approximately 30 people. Despite the cancellation of Muso’s in the Mall the free or low-cost events on Saturday afternoon and evening were very well attended with Toni Swain at Tapas, The Jackson Four at The Central and Billy Whitton at The Alexander Hotel playing to full houses.

The festival had an ‘unofficial’ launch on Wednesday 26 July with the Jacob Boote Trio playing at Southern Wild Distillery.

Event Promotion It was important that Devonport Jazz developed a strong visual identity in the lead up to the 2017 festival. A television campaign was developed that portrayed Devonport Jazz as a stylish and intriguing event. The campaign ran state-wide on both Channel 7 and 9 from April through to July.

Social media was an important aspect of the festival and allowed for connection with our audience via audio and visual clips of featured artists and interaction with artists and venues. The Devonport Jazz Facebook page reached forty-two thousand people during July, up from twenty-seven thousand in July 2016.

92 posts included the #DevonportJazz2017 or #DevonportJazz. This year saw a series of videos recorded by artists with a special message for Devonport Jazz patrons.

ITEM 6.1

PAGE 87 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

Devonport Jazz ran two key news campaigns in the lead up to the festival. All print and digital advertising carried the strong Devonport Jazz branding.

•

A series of print advertisements in The Mercury newspaper specifically to attract patrons to the festival from Hobart.

•

A digital campaign targeting patrons from the Launceston area. The digital campaign utilised a number of tools such as key-word searches and location tagging to identify users to then target with digital advertising. The results from this activity were pleasing and is something that will explored for future festivals.

Devonport Jazz secured a billboard position on Devonport Road, Quoiba which displayed a promotional image for most of July.

A LED screen was secured on-loan to Council and placed in the window facing Best Street and Fenton Way to promote the festival.

ITEM 6.1

PAGE 88 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

Devonport Jazz advertising also appeared in the April-May and June-July RACT Journeys Magazine and the music-specific street press WARP Magazine.

Devonport Jazz was also pleased to see the return of the ABC Live Broadcast, hosted by Fred Hooper. The broadcast saw eight Devonport Jazz artists and two venue operators interviewed and the artists given the opportunity to perform live. The broadcast was streamed on ABC Local Radio North Tasmania.

2018 Devonport Jazz Event Planning for the 2018 event is underway.

The review of the 2017 event identified a number of components which will be considered for improvement in the planning for 2018. These components include: •

Diversity of artists to attract new audiences;

•

Explore the addition of a central CBD festival space that acts as a performance venue, lounge, and festival info hub; and

•

Reviewing the number of headline acts and artists that Council engage to perform at the festival.

It is anticipated that applying the above points will alter the program and delivery of the Festival in future years.

COMMUNITY ENGAGEMENT A post-festival survey was circulated to patrons from both the Devonport Jazz mailing list and those that purchased tickets from the DECC and opted in to receive communication from the festival. 63 responses were received.

The feedback showed: •

Audiences are predominately local with 74% of respondents from Devonport and North-West Tasmania. Just 6% of respondents were from Hobart/Southern Tasmania and 4% were from the mainland;

•

Just 19% of respondents indicated this was their first time attending Devonport Jazz with 51% attending more than five times;

•

Overwhelmingly respondents enjoyed the artists, atmosphere and variety of genres and events in the Devonport Jazz program;

•

89% of respondents indicated they would attend the event next year.

Overall feedback was generally very positive with many commenting on the ‘fun’ and diverse program of events this year. Again, the low cost and free events were the most popular events, with many disappointed the Muso’s in the Mall event was cancelled rather than moved to another venue.

Suggested improvements included ensuring events did not clash with others and were publicised further to ensure enough attendees, implementing changes that would attract a younger audience, more free/low cost events and ensuring the festival includes enough real jazz events to remain a ‘jazz’ festival.

Devonport Jazz Festival works collaboratively with business venues, artists, service clubs, patrons and volunteers to deliver the event.

Devonport Jazz also utilised the skills, experience and resources of the Jazz Taskforce. The Taskforce of 18 volunteers were rostered on for approximately 233 hours over the festival.

Their duties included acting as ushers, venue liaisons, information desk, drivers and looking ITEM 6.1

PAGE 89 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

after the back-stage functions. The function of the Devonport Jazz Taskforce will be reviewed with the addition of a Devonport Jazz Special Interest Group in October.

FINANCIAL IMPLICATIONS The net operational budget allocated by Council to stage Devonport Jazz in 2017 was $50,320 down from $55,000 in 2016, excluding any Council staffing costs.

The overall operational net cost for Devonport Jazz 2017 was $56,619, excluding staffing costs, a result that exceeds the budgeted amount by $6,299.

A detailed budget breakdown is as follows: 2017 Budget 2017 Actual

INCOME Sponsorship

11,000

11,000

Venue Agreements

16,900

17,442

Admission Charges

30,700

25,854

500

317

59,100

54,613

Performance Agreements Headliners

16,500

16,500

Performance Agreements General

21,100

20,700

Merchandise

TOTAL INCOME EXPENSES

Performance Agreement Pre-festival

400

-

Accomodation

9,000

10,054

Flights (Contra)

6,000

6,000

Flights (Credit Card)

3,000

3,871

Ground Travel

2,000

3,400

Miscelleaneous

1,900

1,393

Photography/Video

1,000

979

Sound technical

10,000

9,831

Venue expenses

9,000

12,631

DECC ticketing & Credit Cards fees

4,000

936

APRA

1,000

228

Brochures & Promotional materials

3,500

2,285

TVC

10,000

10,285

Radio

3,000

6,078

Print

7,520

6,020

500

40

TOTAL EXPENSES

109,420

111,232

NET OPERATING SURPLUS / (DEFICIT)

(50,320)

(56,619)

Digital

Council incurred a loss on both the artists it directly engaged, and also those that were onsold through performance agreements to venues.

Council managed events, performed at DECC, Lifeway Auditorium and the Don Centre, achieved a 53% occupancy rate with 1,136 tickets sold out of a possible 1,790. Council recorded a combined net loss of $11,730 for the staging of these events.

ITEM 6.1

PAGE 90 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

Performances sourced by Council and on sold to other venues achieved an occupancy rate of 90% with 2,304 tickets sold. Whilst it is assumed that the participating venues returned profits on the events, Council recorded a loss of $36,592 for the cost of staging these events. Whilst the venues covered the cost of the artist fee, the costs for accommodation, travel, meals and in-venue sound equipment and operators were covered by Council. The removal of this support for venues would likely mean cost to venues to host Devonport Jazz events would outweigh the return on investment to host events.

RISK IMPLICATIONS •

Reputation - In order to ensure the future sustainability of the event, there is a need to attract a more diverse audience, to boost tickets sales. There is the risk, when diversifying, that the festival will lose its Jazz focus which would not be true to the name and reputation of the festival and may turn away the Devonport Jazz faithful which currently make up half of the audience.

•

Financial - There is a financial risk to Council that the cost to stage events in external venues is significant and that without the current level of support, external venues may not see a return on investment for their Devonport Jazz event.

CONCLUSION Devonport Jazz continues to be a key event for Devonport. The event has a reputation worth protecting and a loyal audience base however there is a need to explore the future structure of the festival and how a more diverse audience can be attracted. It is important to reassess the objectives of the festival ensure they remain current.

Every event needs to be reinvented regularly to ensure it can continue.

ATTACHMENTS Nil

RECOMMENDATION That it be recommended to Council that the report relating to Devonport Jazz be received and that Council: 1.

note the feedback received on the event was generally positive, and;

2.

note that the 2017 event ran at a net cost of $56,619 (excluding Marketing and Events staff costs).

Author: Position:

JoHanna Robertson Marketing and Events Officer

Endorsed By: Position:

ITEM 6.1

Shane Crawford Executive Manager Corporate, Community & Business Services

PAGE 91 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

6.2

DEVONPORT DESTINATION ACTION PLAN File: 31710 D491175

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 3.2.3

Facilitate a pro‑active approach by business to embrace tourism opportunities

SUMMARY This report is to seek endorsement of the Devonport Destination Action Plan 2017-2020 (DAP) developed by Cradle Coast Authority to assist Council form priorities for tourism sector development.

BACKGROUND The DAP was created through a workshop process which brought together representatives from stakeholder groups that benefit from the visitor economy, local government, State Government agencies, industry and the community. The Plan seeks to identify the challenges and opportunities facing the Devonport region and to establish achievable affordable priorities that if delivered would increase the destination’s competitiveness.

STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report.

DISCUSSION The DAP is a document covering a broad range of tourism issues as they intersect with a local community or wider area. Good destination management planning ensures the benefit from tourism capital projects and marketing provide returns locally.

The DAP assists Council to identify priorities for the City’s tourism sector development.

The plan highlights 4 main summary priorities for the Devonport region.

1.

Implementation of Leadership

2.

Develop and consistently promote a unique place brand for the Devonport region

3.

Develop authentic and unique visitor experiences that reflect the place brand

4.

Infrastructure, product and service development

For the DAP priorities and actions to be implemented, stakeholders will need to work collaboratively and cooperatively. A leadership group of representatives has formed to review and effectively track the process of the plan. This group consists of Executive Manager Corporate, Community & Business (DCC), Marketing & Events Officer (DCC), Theresa Lord (Cradle Coast Authority), Chelsea Bell (Cradle Coast Authority), Simon Hamilton (The Cultivate Group) & Dane Layton (Drift Restaurant)

COMMUNITY ENGAGEMENT Community engagement has been undertaken as part of this report. Workshops were run with stakeholder groups to develop the content. Malcom Wells from Island Innovation was the author of the DAP. Focus will now turn to distribution of the plan and partnering with organisations to progress actions.

ITEM 6.2

PAGE 92 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

FINANCIAL IMPLICATIONS The DAP assists Council to gain a better understanding of where resources, particularly capital investment will provide the best value for money.

Any actions within the report which may have financial implications will be included in future years budgeting.

RISK IMPLICATIONS There are no risk implications which relate to this report.

CONCLUSION The DAP provides an important insight for Council into the tourism opportunities across the municipality.

ATTACHMENTS ⇊ 1.

Devonport Destination Action Plan 2017-2020

RECOMMENDATION That it be recommended to Council that the Devonport Destination Action Plan be received and noted.

Author: Position:

Shane Crawford Executive Manager Corporate, Community & Business Services

Endorsed By: Position:

ITEM 6.2

Paul West General Manager

Devonport Destination Action Plan 2017-2020

PAGE 93

ITEM 6.2

ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ATTACHMENT [1]

Devonport Destination Action Plan 2017-2020

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ITEM 6.2

ATTACHMENT [1]

PAGE 106 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

7.0

INFORMATION REPORTS

7.1

GOVERNANCE & FINANCE REPORT File: 33784 D488238

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2

Provide appropriate support to elected members to enable them to discharge their functions

SUMMARY This report provides a summary of the activities undertaken in the following areas of Council: • • •

Governance; Organisational Performance; and Corporate and Business Services

BACKGROUND This report is provided to the Governance, Finance and Community Services Committee every two months and aims to update the Aldermen and community on matters of interest. The functional areas of Council covered by this report include: • • • • • • •

Governance Financial Reporting Strategic and Operational Plans Corporate Communication Human Resources Partnerships Information Technology

• Budget Management • Car Parking

• • • •

Property Management Legal Issues Customer Service Financial Strategy and Management - Revenue and Rating - Grants - Loan Borrowings - Compliance - Related Policies - Financial Reporting

STATUTORY REQUIREMENTS Council is required to comply with the provisions of the Local Government Act 1993 and other legislation.

DISCUSSION 1.

GOVERNANCE AND LEGAL

1.1. Common Seal Register The following documents have been signed under Council’s seal for the period July/August 2017: REG/322 REG/323 REG/324 REG/325

Plan of Survey - PA2017.0063 Plan of Survey - PA2011.0011 Sealed Adhesion Order - 80-82 Formby Road Draft Amendment AM2017.01

ITEM 7.1

3/07/2017 3/07/2017 3/07/2017 3/07/2017

PAGE 107 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

REG/326 REG/327 REG/328 REG/329 REG/330 REG/332 REG/333 REG/334 REG/335 REG/336 REG/337 REG/338 REG/339

Adhesion Order - 89 Best Street, Volume 145969 Folio 1, Volume 145969 Folio 2 and Volume 148460 Folio 1 SA2012.0012 Amendment Sealed Plan 101A Brooke Street, East Devonport Adhesion Order 14 and 16 Madden Crescent - PA2016.0131 - Volume 56848 58&59 Adhesion Order 108 and 100 Parker Street - PA2017.0025 Volume 56848 5&6 Lease of Crown Land at Waverley Road & Steele Street, Devonport (Sawdust Bridge) 169 Steele Street, Devonport agreement Part 5 Agreement - 4 Nyora Court - PA2017.0068 Plan of Survey - Hawk Hill (Tas) Pty Ltd - F/R 173374-200 Plan of Survey - Owner: Folio F/R 125743-2 Plan of Survey - Owner: Folio F/R122470-1 F/R125068-2 Lease Agreement - DCC and Don Cricket Club - Don Recreation Ground Deed of Surrender of Land at 151 Rooke Street Devonport Crown Land - 21 Oldaker Street

17/07/2017 20/07/2017 1/08/2017 1/08/2017 1/08/2017 8/08/2017 8/08/2017 18/09/2015 21/08/2017 22/08/2017 28/08/2017 30/08/2017 30/08/2017

1.2. Property Management update An Expression of Interest for the provision of real estate sales and marketing advice has been distributed to all agents in the Devonport area with a closing date of 22 September 2017. The successful agency will be provided with a 12 month contract with Council on agreed terms to assist in the sale of Council land recently identified as being surplus to needs.

A valuation has been requested for land at 24-26 Triton Road, East Devonport following Council’s decision to dispose of the land at its August Council meeting.

In accordance with Section 178 of the Local Government Act 1993, the proposed disposal of land at McCabe Avenue, Devonport has been advertised in The Advocate twice (2nd and 6th September) and the closing date for objections is September 25. A report will be prepared for the October Council meeting reporting on objections received or otherwise.

1.3. Aldermen’s Attendance Aldermen’s attendance for the year to date is detailed as follows:

2.

ORGANISATIONAL PERFORMANCE

2.1. Tasmanian Audit Office - Interim Management Letter The Tasmanian Audit Office completed the Interim Audit in June and issued an Interim Management letter in July. The interim audit focusses on testing internal ITEM 7.1

PAGE 108 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

controls which are in place and includes reviews of governance arrangements across a number of areas including financial controls. The interim audit findings acknowledged the completion of a report into Council’s Significant Business Activities and closed the one matter raised during the previous year’s end audit.

Two additional matters were identified in the audit findings: •

The Asset Management Plans are due to be reviewed and Council has indicated the review will be completed by 31 January 2018; and

•

The Audit Office requested Council consider testing the IT Disaster Recovery Plan in the 2017/18 year. Council’s position is to continue to maintain, store and test the back up of the system, however a full test of the IT Plan will be undertaken in the 2018/19 year following the relocation to the new multi purpose building.

2.2. 2016/17 Year End Preparation of the Annual Financial Statements is complete and representatives from the Tasmanian Audit Office are finalising the year end audit. A summary of the financial results for the year, including commentary, is subject to a separate report to the September Council meeting and will be included in the Annual Report presented at the Annual General Meeting.

2.3. Finance 2.3.1. S132 Certificates During the months of July and August, the Finance Team issued 309 Section 132 certificates under the Local Government Act, 1993 (Certificate of Liabilities in relation to rates on properties). This information is a good indicator of property sales in the municipality. A comparison to the previous year is shown below.

132 Certificates

180 160 140 120 100

161 138 113

80 60 40 20 0 July

August

ITEM 7.1

148

2016/2017 2017/2018

PAGE 109 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

2.3.2. Rate Statistics Percentage of Rates Paid* 2017/2018

2016/2017

2015/2016

July

14.93%

15.30%

14.58%

August

35.87%

35.38%

37.63%

*Please note the above statistics include rates paid in advance.

Number of Properties Paid in Full 2017/2018*

2016/2017*

2015/2016

Number

Percentage

Number

Percentage

Number

Percentage

July

1,037

8.34%

1,040

8.43%

1,034

8.50%

August

2,323

18.09%

2,231

18.09%

2,838

23.34%

* Housing Tasmania has elected to pay their 769 properties by instalments rather than in full by the end of August.

3.

CORPORATE SERVICES

3.1. Human Resources 3.1.1. Recruitment Staff positions advertised July 2017 to August 2017 Position

Department

Work Location

Media and Communications Officer

General Management

Fenton Way

Customer Service Officer – Devonport Recreation Centre (Casual)

Corporate, Community and Business

Forbes Street

Staff Appointments July 2017 to August 2017 Position

Name

Department

Work Location

Safety Officer (Extension to temporary position)

Phillip Bourke

Infrastructure Works and Development

Fenton Way

Media and Communications Officer

Janine Phillips

General Management

Fenton Way

Planning Officer (change from Cadet Planner to Planning Officer)

Alex Mountney

Infrastructure Works and Development

Fenton Way

Casual Customer Service Officer

Cailei-Larissa Gabb

Corporate, Community & Business Services

Devonport Recreation Centre

ITEM 7.1

PAGE 110 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

Civil Works Leading Hand (internal appointment)

Craig Shegog

Infrastructure Works and Development

Lawrence Drive

Staff Departures July 2017 to August 2017 Position

Name

Department

Work Location

Date Effective

Animal Control Officer

Michael Corney

Infrastructure Works and Development

Fenton Way

10/7/2017

Media and Communication Officer

Karina Moore

General Management

Fenton Way

31/7/2017

3.1.2. Workers Compensation Policy year Number of Workers ending 30 June Compensation Claims lodged with Council’s Insurer

Current Open claims

Gross value incurred by the Insurer (including estimates)

30/6/2018*

2 claims

1

$ 3,400.00

30/6/2017

7 claims

0

$ 23,250.92

30/6/2016*

20 claims

1

$140,498.90

30/6/2015

12 claims

0

$200,036.35

30/6/2014

8 claims

0

$ 20,368.14

30/6/2013 *

13 claims

1

$326,805.70

Commentary: * Claim/s remains open in this year ending.

New Workers Compensation claims for the period Claims lodged in July 2017.

No claims lodged in August 2017.

3.1.3. Work Experience Date

Work Experience Student Program

21/7/2017 to Latrobe High School 26/7/2017

Meg Sanderson

Location of placement DECC – Theatre, technician, lighting and sound engineering.

Beacon Foundation -High Impact Program (HIP) - Polish Human Resources Coordinator attended Reece High School on Wednesday 5 July 2017 to participate in a work readiness program named ‘Polish’ attended by 22, year 9 students. The program is designed to leave participants feeling motivated and inspired to achieve positive outcomes when they transition into work, further education or training. Focus areas included, first impressions, ITEM 7.1

PAGE 111 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

interview techniques, networking and communication skills and working effectively within a team.

3.1.4. Staff Training Issued Date 5/7/2017

Training Description

No. of Department employees 2 Corporate, Community & Business Services

Location

11/8/2017 Diploma of Leadership & Management

1

Corporate, Community & Business Services

Fenton Way

11/8/2017 Provide Cardiopulmonary Resuscitation

4

Corporate, Community & Business Services

DECC

Various

7

Infrastructure Fenton Way Works and & Lawrence Development, Drive General Management, Organisational Development

29/8/2017 Contribute to Team Effectiveness (Team Building Training)

7

Infrastructure Works and Development

Lawrence Drive

31/8/2017 Lead Team Effectiveness (Effective Supervision Skills)

12

Infrastructure Works and Development and Corporate, Community & Business Services

Lawrence Drive and Fenton Way

Certificate IV – Business

Certificate IV in Competitive Systems & Practices

Fenton Way

3.1.5. Health & Wellbeing Council’s employee Health and Wellbeing program has continued to promote and provide educational material relating to Diabetes awareness, Donate Life week and hearing awareness.

3.2. Parking 3.2.1. Parking Statistics Income – Car 16/17 Parks (Total)

17/18

July

$70,780.62

$65,786.28

August

$66,467.23

$67,200.73

ITEM 7.1

PAGE 112 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

Income from Meters

16/17

17/18

July

$38,945.59

$43,776.25

August

$61,403.96

$55,893.44

Infringements Issued

16/17

17/18

July

1587

1143

August

1726

1317

3.3. Customer Service From 1 July, Council entered into an agreement for Service Tasmania to have the ability to take rates and dog registration payments on Council’s behalf. Service Tasmania completed 108 transactions during July, many in shopfronts other than Devonport.

3.4. Information Technology 3.4.1. Wi-Fi Statistics Users – July

Sessions – July

ITEM 7.1

PAGE 113 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

Summary – July

Users – August

Sessions – August

Summary – August

4

CORPORATE COMMUNICATION – JULY TO AUGUST 2017

4.1

Devonport City Council Website Visitation to Council’s website for the months of July and August has increased significantly compared to this time last year, with an increase of nearly 130% in July (29,518 visits) and just over 150% in August (26,120 visits).

Site content is refreshed on an on-going basis, through the addition of new public notices, planning applications, news stories and events.

ITEM 7.1

PAGE 114 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

Content relating to how to contact Council, employment opportunities, events, the Waste Transfer Station and Mersey Vale Cemetery continue to rank highly in terms of pages visited during the reporting period.

Devonport City Council July 2017 Website Statistics Total Visitor sessions 12,189 Total page views 29,518 Average daily sessions 393 Average session duration 1:42 (minutes) Average page views per 2.42 visit Device Category 53% • Desktop 38% • Mobile Phone 9% • Tablet Top 10 Pages 1. Home Page 2. How to Contact Us 3. Careers/Employment Opportunities 4. Contact Us 5. Mersey Vale Cemetery Search 6. Careers 7. Waste Transfer Station 8. Events – Activities 9. Work/Employment Opportunities 10. Registering your dog

ITEM 7.1

August 2017 11,029 26,120 355 1:39 2.37 51% 39% 10%

1. Home Page 2. How to Contact Us 3. Employment Opportunities 4. Contact Us 5. Mersey Vale Cemetery Search 6. Careers 7. Waste Transfer Station 8. Planning applications on public exhibition 9. What’s On 10. Agendas and Minutes

PAGE 115 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

4.2

4.3

Community Consultations Council’s online engagement platform www.speakupdevonport.com.au is utilised for all of Council community consultations. During the reporting period a number of community consultations were undertaken, including: •

Mersey Bluff Seawalk Proposal – 3 July to 5 August 2017

•

Draft Public Question Time Policy –25 July to 16 August 2017

Social Media Council currently utilises both Twitter and Facebook as social media tools to engage with the community and local media.

Council’s corporate Twitter account (@devonportcity) was launched in December 2014 and had 516 followers as at 31 August 2017. It is actively used to ‘break’ news to the media.

Council currently operates nine Facebook pages (Devonport City Council, Devonport Food & Wine Festival, Devonport Food Connection, Devonport Jazz, Devonport Events, Bass Strait Maritime Centre, Devonport Entertainment & Convention Centre, Living+Learning Devonport, Devonport Regional Gallery). Each represent a targeted marketing opportunity, with content planned specific to each page’s audience.

The Devonport City Council Corporate Facebook page is well utilised by the community, with high engagement regarding capital works projects, events, weather events, Council decisions, community initiatives and road works. The community can use the page to ask questions of Council and find out what is happening in Devonport. Key questions or matters raised by the public are generally around Council’s services, opening times and reports of community infrastructure needing repairs.

DCC Facebook Page Statistics Facebook Followers: Number of Facebook users who ‘like’ the DCC Facebook page at the end of each period.

July 2017 5,740 TY (4,780 LY) +20.1%

Facebook Reach: Number of Facebook users who have seen content 102,644 TY associated with the page during the period (224,643 LY) (individual users can be ‘reached’ numerous times -54.3% per month).

Facebook Engaged Users: Unique number of people who actively engaged 13,888 TY with the page by liking, commenting, sharing or (21,899 LY) clicking on posts on the page during the period.

-36.6%

ITEM 7.1

August 2017 5,776 TY (4,858 LY) +18.9% 31,262 TY (86,605 LY) -63.9% 4,449 TY (7,550 LY) -41.1%

PAGE 116 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

During July and August 2017 the top 10 page posts each month in terms of audience reach were: July 2017

August 2017

1. Sawdust Bridge re-opened 12/07/17 – 20.7K 2. Position Vacant, Casual Customer Service Officer Rec Centre – 28/07/17 – 17.5K 3. Expressions of Interest, LIVING CITY Multipurpose building café –

1. Solar lighting Bluff fitness equipment operational – 11/08/17 – 9.2K 2. Solar lighting Bluff fitness equipment – 02/08/2017 -6.7K 3. Maternity hospital purchase – 21/08/17 – 6.5K 4. Temporary Closure Victoria Parade

ITEM 7.1

PAGE 117 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

24/07/17 – 14.2K 4. Free parking Thursday & Friday, Devonport Jazz – 25/07/17 – 13.5K 5. Be a Good SORT -08/07/17 – 6K 6. Seawalk Feedback – 04/07/17 – 4.7K 7. Plastics Identification Code – 06/07/17 – 3.2K 8. Position Vacant, Media & Communications Officer – 20/07/17 – 3.1K 9. Dog Registration renewals – 27/07/17 – 2.9K 10. Youth Survey – 18/07/17 – 2.8K 4.4

Boat Ramp – 31/08/17 – 5.1K 5. Bluff playground water fountains out of service – 10/08/17 – 3.1K 6. BOM severe weather warning – 11/08/17 – 2.5K 7. Road closure, Cycling Australia event – 29/08/17 – 1.9K 8. Festival of Learning – 30/08/17 – 1.1K * there were only eight posts for the month of August

Publications & Media During the month of July 2017, Council published: Seven (7) media releases, alerts and invitations: ➢ Devonport Jazz free parking days ➢ National Tree Day 2017 ➢ Rumble in the Jungle ➢ 2017-18 Financial Assistance Scheme now open ➢ Community feedback sought on regional youth issues ➢ Gypsy jazz and Latin swing legend Lulo Reinhardt ➢ Wifi switched on at Devonport Bluff During the month of August 2017, Council published: •

•

Seven (7) media releases, alerts and invitations: ➢ Find your creative flair ➢ Julie Burgess looking towards a bumper sailing season ➢ Learning the key for every age in Devonport ➢ Mem Fox names Nan Chauncy Award winner ➢ Festival of Learning Launch ➢ Major development opportunity for East Devonport ➢ Old Maternity Hospital to go

COMMUNITY ENGAGEMENT The information provided above details any issues relating to community engagement.

FINANCIAL IMPLICATIONS Any financial or budgetary implications related to matters discussed in this report will be separately reported to Council.

There is not expected to be any impact on the Council’s operating budget as a result of this recommendation.

RISK IMPLICATIONS Any specific risk implications will be outlined in the commentary above. Any specific issue that may result in any form of risk to Council is likely to be subject of a separate report to Council.

CONCLUSION This report is provided for information purposes only and to allow Council to be updated on matters of interest.

ITEM 7.1

PAGE 118 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

ATTACHMENTS Nil

RECOMMENDATION That it be recommended to Council that the Governance and Finance report be received and noted.

Author: Position:

Shane Crawford Executive Manager Corporate, Community & Business Services

Endorsed By: Position:

ITEM 7.1

Paul West General Manager

PAGE 119 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

7.2

COMMUNITY SERVICES REPORT - SEPTEMBER 2017 File: 29530 D488239

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.4.1

Provide timely, efficient, consistent and quality services which are aligned with and meet our customers needs

SUMMARY This report provides a summary of the activities undertaken in the Community Services Department during the period from 1 July – 31 August.

BACKGROUND This report is provided to the Governance, Finance & Community Services Committee every two months and aims to update the Aldermen and community on matters of interest.

Community Development improves the ability of communities to collectively make better decisions about the use of resources such as infrastructure, labour and knowledge. A diverse range of strategies are employed by Council to deliver Community Development outcomes.

STATUTORY REQUIREMENTS Council is required to comply with the provision of the Local Government Act 1993 and other legislation. The function areas of Council covered in this report include: • • • • •

Community Development and Engagement Arts and Cultural Development Recreation and Sports Development Tourism, Marketing, Promotion and Events Devonport Entertainment and Convention Centre (DECC)

DISCUSSION 1.

COMMUNITY DEVELOPMENT

1.1

Participation Across Facilities Levels of participation are a determinant of an inclusive, strong and robust community. Council monitors the level of participation to capture trends and demand for services, usage of existing services, opportunities to increase participation and customer satisfaction.

The following table shows the activities delivered across Council facilities over the past two months.

July 2017 Devonport Regional Gallery East Devonport Recreation Centre Devonport Recreation Centre

Customers Door

through 2,125

the Number of Participants 199

3,100

2,262

12,857

4,148

ITEM 7.2

Program

PAGE 120 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

Visitor Information Centre Bass Strait Maritime Centre Julie Burgess Devonport Entertainment & Convention Centre TOTAL TOTAL July 16/17 August 2017

N/A 95

0 2,419

0 0

23,067 18,354

6,704 4,954

Customers Door

Devonport Regional Gallery East Devonport Recreation Centre Devonport Recreation Centre Visitor Information Centre Bass Strait Maritime Centre Julie Burgess Devonport Entertainment & Convention Centre TOTAL TOTAL August 16/17 1.2

1,980 586

through 2,650

the Number of Participants 909

3,185

2,323

16,506

7,519

2,015 253

N/A 0

0 3,123

0 612

27,732 19,376

11,363 6,989

Program

Council and Community Partnerships Council partners with a diverse range of community based organisations to achieve shared objectives.

Existing partnership arrangements are included in the table below.

Details Carols by Candlelight Devonport Brass Band

End date and length of agreement 2 year Agreement. 30 June 2018 3 year Agreement. 30 June 2019

National Trust of Australia – Home Hill operations Devonport-Cradle Country Marketing Group

2 year Agreement. 30 June 2019 2 year Agreement. 1 July 2018 3 year Agreement.

October 2018 3 year Agreement – June 2018

Youth and Family & Community Connections

5 year Agreement. 9 July 2018

Devonport Men’s Shed

2 year agreement June 2019

Devonport Community House Tasmanian Arboretum

ITEM 7.2

Amount – If Applicable $ 3,000 P/A $12,000 Year 1 $10,000 Year 2 $ 8,000 Year 3 $18,000 P/A $22,000 P/A $28,000 P/A $15,000 P/A Rental agreement/ Youth services - in kind funding $7,000P/A

PAGE 121 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

1.3

Seasonal Program and Publication The delivery of Spring season program has commenced. The program is available for download on Council’s website. The program again focuses on a wide range of free and low-cost activities. Initiatives will be delivered by Council and supporting partners, with a focus on arts, culture, heritage, health and wellbeing, learning, environment, food and community connections.

1.4

Seniors Week Seniors week will be celebrated during the week 16-22 October. Council are currently working on a week full of activities including an 8 week “Ageing Stronger “program, Mindfulness and Art at the Devonport Regional Gallery, and partnering with the Devonport Entertainment & Convention Centre & C-Max Devonport to deliver showings and performances for Seniors. Seniors week will also include the 50+ year rate payers of Devonport luncheon to be held at the Devonport RSL.

2

ARTS AND CULTURAL DEVELOPMENT

2.1

DECC 2.1.1 Theatre Performances & Events Productions staged at the DECC were as follows: Commercial Hire •

Speedmouse - The Umbilical Brothers– The Harbour Agency

•

Roy Orbison Reborn – Ben Maiorana Entertainment

•

John Williamson in Concert – Artist Network

•

Devonport Jazz

o Monica Trapaga & Band o The Idea of North Workshop o The Idea of North in Concert Community Hire •

Stardust Dance Studio Graduation

•

Oliver – St Brendan Shaw College

•

Danger Kids -Our Lady of Lourdes School

DECC Entrepreneurial Program •

Around the World in 80 Days – Ellis Productions

•

Diary of a Wombat – Monkey Baa Theatre Company

Commercial Hire

Number of Days Hired 5

Community Hire

19

9

2267

2

2

612

26

16

4220

Performance

DECC Entrepreneurial Program Totals

ITEM 7.2

Number of Audience Perform/Events Attendances 5 1341

PAGE 122 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

2.1.2 Meetings and Functions A total of 12 non-performance events including meetings and professional development sessions were held at the DECC during this period.

Number of Days Hired 12

Meetings & Functions Meetings & Training

Number of Attendees 391

2.1.3 DECC Ticketing A summary is provided for all performances and events sold though the DECC Box Office July/August.

Events DECC Performances & Events External/Local Events Totals

Number of Tickets Sold 3522 335 3587

2.1.4 Technician Update July and August proved to be busy for the DECC technicians providing assistance with both internal and external events.

For the sixth year in a row, the DECC Technicians managed the production for the Devonport Jazz Festival.

Our Lady of Lourdes and St Brendan Shaw College held their school productions during August. The technical team assisted with advice and support ensuring the highest production qualities. The principal of St BrendanShaw College acknowledged his appreciation with a letter to each member of the technical team.

“On behalf of all within our College community, I wish to express a deep gratitude for your investment of time, talent and energy. Thank you for your contribution to the presentation of "Oliver".

During this period, the venue also accommodated a work experience student from Latrobe High School. The student had an interest in lighting and sound and gained valuable experience in a live performance environment.

2.1.5 Coming Events •

The City of Devonport Eisteddfod – Currently in progress.

•

Doug Parkinson Honours Joe Cocker

•

Captain Active

•

Papillon

•

The Sydney Comedy Festival Showcase

•

Isla Grant in Concert

•

The Coalminer’s Daughter

•

Russell Morris

ITEM 7.2

PAGE 123 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

2.2

Devonport Regional Gallery (DRG) 2.2.1 Exhibitions JULY-AUGUST Past & Present Tense, 20 years of the Robinson Collection Opening attendance: 80 Total attendance: 3,762 The exhibition was opened by Professor Noel Frankham, Pro Vice-Chancellor of the College of Arts and Law, UTAS & Dave Robinson, son of Albert Robinson.

Both speakers provided an insight into photography and the Robinson family business. The exhibition received interest from locals and visitors to the region.

2.2.2 Committee Update The Droogs The Droogs are working on a new street project with Hobart-based artist Megan Walch. A suitable wall was located behind the Mall in Rooke Lane and The Droogs have attended workshops with Megan Walch to work out their design and compose the image. The design will feature the Robinson studio (the wall is part of the Rooke Street Robinson studio). The mural will be painted in September. The Droogs also assisted with the Gallery’s Winter Market planning and delivery which was held on Friday 18 August from 3-7pm.

The indoor market was a huge success with almost 700 visitors. Stall-holders also gave positive feedback and are keen to return.

Friends of the Gallery The Friends held their AGM on Thursday 17 August, 6pm. Current members were re-elected and Marilyn Raw was elected as a new member. The Committee held a stall at the Gallery’s indoor Winter Market selling mulled wine, savouries and ginger cake. Funds raised by the Committee will be banked and used for potential acquisitions.

ITEM 7.2

PAGE 124 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

2.2.3 Education & Public Programs Education Programs & Public Programs – July Date

Program

Attendance

3 July

Floor Talk (Baptcare, Orana) Facilitated by Dianne Sheehan Artspark Life Drawing (evening class) Little Aesthetics (1912 Childcare Centre) Facilitated by Dianne Sheehan Books + Art (evening session) Floor talk (Leap Occupational Therapy) Intro discussion facilitated by Jessie Pangas Nightscape Photography facilitated by Brian Sollars + Peter Sayers City Shapes school holiday program facilitated

by Kelly Slater 1,2,3 Create facilitated by Ashleigh Butler Tucker, Ottaway & Watkins Jazz Festival event

20

4 July 4 July 17 July 17 July 19 July 19 July 20 July 26 July 27 July

19 14 20 5 12 11 3 20 56

Education Programs & Public Programs – August Date

Program

1 August 2 August 8 August 9 August 9 August 10 August

Artspark 10 Nightscape Photography 11 Art Spark 8 Nightscape Photography 7 Orana Baptcare 14 Robinson Exhibition: Community Conversation 24 with Erin Wilson Little Aesthetics Sassafras Primary 35 Little Aesthetics Wilmot Primary 16 Art Spark 8

10 August 15 August

Attendance

ITEM 7.2

PAGE 125 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

18 August 21 August 22 August 23 August 25 August 2.3

Indoor Winter Market Little Aesthetics Devonport Primary Gr 4/5 Art Spark 1,2,3 Create Devonport Primary Gr 3/4

680 18 8 12 20

Bass Strait Maritime Centre 2.3.1 Recent Activities •

Group bookings during the period included 1 school group and 3 community groups.

•

Knot Board display and knot tying activities were completed in July and is proving popular with visitors. Demonstrations of knot tying are planned for the October school holidays.

•

David Bloomfield from Tasmania Archive and Heritage Office met with the BSMC Coordinator to provide an update of his project of increasing the online presence of museums and the linking of collections.

•

“Second Glance at Rooke” electronic presentation held on July 25 attracted 27 attendees. These presentations are always well attended and provoke memories for the long term residents of Devonport.

•

Jazz was a great success with 66 people entertained by The Phileas Fogg Trio. Adequate seating is always an issue for larger functions. The purchase of 20 additional chairs from funds allocated in the current budget is being progressed.

•

A representative from the Mersey SeaWalk Committee presented the Bluff concept to staff and volunteers on August 4. The Centre is considered an integral component of the proposed walking loop.

•

An entry for the development of the Australian Maritime Museums Council (AMMC) “Submerged” shipwreck travelling exhibition has been submitted by the collection management team. Submissions will be assessed by a panel and successful submissions will be included in the travelling exhibition which is scheduled to tour from early 2018.

•

An exhibition plan has been developed for the Centre linking the Maritime and History Talks with the temporary exhibitions and displays.

•

BSMC Coordinator participated in the AMMC online meeting July 26.

Main agenda items included the development of the “Submerged” travelling exhibition and the October annual meeting and workshop arrangements.

•

BSMC Coordinator is participating in a Museum Standards Pilot Program with Arts Tas. The online program is in a checklist format with provision for supporting information and documents against the Museum Practice Standards. It aims to highlight any gaps or issues in developing an accreditation program and to encourage smaller to medium institutions to undertake the process. Accreditation will eventually form an essential criterion for applying for grants

•

BSMC Customer Service Officer attended the Great Customer Experience workshop with 4 volunteers from the Centre. The workshop focus was on customer service and improving the customer experience.

ITEM 7.2

PAGE 126 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

•

BSMC Customer Service Officer attended the Reed Gift Fair in Melbourne August 6-7. Merchandise is integral to budgeted income for the Centre and the Fair gave great exposure to new suppliers and products.

2.3.2 Julie Burgess •

Julie Burgess has been laid up since July 1. Part of the annual survey requirements and hull inspection was undertaken while on the slip in July.

Crew are completing general maintenance before it is slipped again for further work on the hull to be undertaken before completion of survey and the summer season.

•

Australian Maritime Safety Authority (AMSA) undertook a verification audit of the Julie Burgess Safety Management System on August 2. The system passed audit and some suggested improvements will be completed.

•

Open for Inspection will continue during the winter lay up.

2.3.3 Collection Management •

Work with the Past Perfect database and digitising of photos continues.

•

Further work has been completed at Lawrence Drive Archive Centre, the resources room at the Centre and the Annex. Staff and volunteers now have clear space at Lawrence Drive to work on accessioning. Access to the resource room has improved and the excess furniture and surplus items at the Annex have been cleared.

•

The staff/volunteer work area is now being reconfigured to maximise space and store items more efficiently.

3

RECREATION AND SPORTS DEVELOPMENT

3.1

Sporting Events in July & August 2017 Name of Event: 2017 Tasmanian Squash Open (World ranking event) • • • • •

Dates: 29 June – 2 July Devonport Recreation Centre – Squash Building Number of competitors and officials: 85 Event Overview – National and International Duration: 4 days

Name of Event: 2017 North West Basketball Union NWBU Finals Series • • • • •

Dates: 4, 11, 18 and 25 July Devonport Recreation Centre – Stadium Number of competitors, officials and spectators: 3,000+ Event Overview – Coastal Duration: 4 days

Name of Event: 2017 National Indoor Bias Bowls Championships • • • • •

Dates: 21-27 August 25 Devonport Recreation Centre – Stadium Number of competitors, officials and spectators: 500 Event Overview – National Duration: 6 days

ITEM 7.2

PAGE 127 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

3.2

Upcoming Sporting events in 2017 Remaining sporting events for the 2017 calendar year are provided in the table below. All events are sponsored by Council.

Sporting Event

Dates 2017 Basketball Tasmania under 12 State 2-3 September Championships Australian Junior Road National 1–3 September Championships Australian Masters Games 21-28 October Peaks Challenge Cradle Mountain 5 November (Cycling) Tour of Tasmania Cycling Race 10 November Devonport Criterium

Devonport Centre Devonport

Recreation

North West Coast Devonport to Cradle Mountain and return

10 November

Devonport Criterium – Bluff Precinct

29-30 November

Bluff Precinct

–

Schools Triathlon Challenge

Venue

Devonport Athletic Club Christmas 29-30 December Carnival

Devonport Oval

3.3

2017 Australian Masters Games Update A public information session was presented by staff of the AMG on Tuesday 29 August. Final registrations close on 22 September for over 40 different sports and with over 5,000 expected participants.

3.4

Splash – July 2017 Centres Attendances including YTD Comparison Year to date comparison Attendees

Jul-17

Jul-16

YTD

Casual Entry

3735

3,304

3,735

Fitness Members

7927

7,591

7,927

Learn to Swim

3432

3,880

3,432

Lane Hire

915

545

915

Bookings

521

442

521

Total

16,530

15,762

16,530

*Please note Splash reporting is a month behind

ITEM 7.2

PAGE 128 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

3.5

Recreation Centres Bookings for facilities at Devonport Recreation Centre (DRC) for July & August are listed in the table below: Bookings - Devonport Recreation Centre Judo Room Meeting Room Sauna Squash Stadium Table Tennis Building Youth Centre Total

July 2017 11 4 48 40 109 57 95 364

August 2017 13 19 59 43 80 57 85 356

Bookings for facilities at East Devonport Recreation & Function Centre (EDR&FC) for July & August are listed in the table below: Bookings – East Devonport Recreation & Function Centre Community Room Stadium Total

July 2017 21 41 62

August 2017 21 44 65

Special events held at the DRC for July and August are listed in the table below: Special Events - Devonport Recreation Centre PSA Tasmanian Squash Open NWBU Basketball Finals Series NWIBBA Indoor Bowls DCC School Holiday Program DBC Primary Schools Basketball Tournament NWBU Intertown Junior Basketball Games NWPSSA Sports Expo North West Indoor Bowls Tasmanian Racquetball Open National Indoor Bias Bowls Championships NWBU Intertown Basketball Finals Total

Date 29/6 – 2/7/17 4/7–25/7/17 1/7/2017 10/7– 17/7/17 14/7 – 16/7/17 9/7 & 23/7/17 8/8/2017 12-13/8/2017 12-13/8/2017 21-27/8/2017 27/8/2017 21

Special event/s held at the EDR&FC for July and August 2017 are listed in the table below: Special Events – East Devonport Recreation & Function Centre Stamp & Coin Fair Total

ITEM 7.2

Date 8/7/2017 1

PAGE 129 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

3.6

Sports Grounds There were in total 32 sports ground/reserve bookings for July and August which are listed in the table below: Ground/Reserve Reserves – Vietnam Vets Memorial Reserves – Bluff Reserves – Roundhouse Park Reserves – Kelcey Tier Reserves – Cenotaph Reserves – Pioneer Park Byard Park Devonport Oval Don Rec Ground Girdlestone Park Maidstone Park Meercroft Park & Eugene Total

3.7

2 1 1

2 2 1 1 1 3 14

August 2017 2 3 1

2 1 1 2 2 4 18

Hall Bookings There were in total 85 hall bookings for July and August 2017 which are listed in the table below: July 2017 19 22 0 41

Hall Don Memorial Hall Spreyton Memorial Hall Melrose Memorial Hall Total 3.8

July 2017

August 2017 19 24 1 44

Health & Wellbeing Programs – Recreation Officer 3.8.1 Canning Drive Bootcamp The popular program with children and parents in East Devonport continues to grow with between 15–25 children and 10 parents at each session. The program promotes key values such as honesty, friendship, helping, fun, teamwork, safety, listening and manners. Parents are always encouraged to get involved, especially with group activities with their children.

The sessions are supported by our partners YFCC, Housing Choices and Mission Australia. Linking in with another new program at the East Devonport Recreation & Function Centre (EDRFC), “Tactical Tots”, staff have been able to utilise new equipment (crash mats, balls, foam mats etc.), purchased by the East Devonport Child & Family Centre through grant funding. This has added another element to the sessions.

3.8.2 School Holidays Program Council’s term 3 school holidays program has been finalised. Details of the 4day program will be released early September.

3.8.3 Tai Chi for Seniors & Tai Chi for people with Parkinson’s, MS and Arthritis Sessions have continued with both Tai Chi classes at the Devonport Recreation Centre. Encouraging participation numbers have averaged between 10 and 20 for both classes.

ITEM 7.2

PAGE 130 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

3.8.4 Partnership with Reece High School Councils Sport & Recreation Department has entered into a new partnership with Reece High School. The program, Student Health Initiative is supported by the State Government through funding for schools which requires schools to partner with community organisations to promote student health and wellbeing.

The Student Health Initiative aims to promote opportunities for students to contribute to building a positive school environment that supports health, safe and active choices for everyone.

3.8.5 Mums n Bubs Fitness Program This program is taking a break for term 3, low numbers due to the cooler months means the program will resume in Spring at the start of term 4.

3.8.6 Tactical Tots for Blokes and Kids Tactical Tots for Blokes and Kids is a new program at the East Devonport Recreation Centre, organised through the East Devonport Child and Family Centre, whilst also being supported by Council and Burnie PCYC. Tactical Tots is designed to engage fathers/male carers of young children in our community, and offer them support and access to a male-friendly, childfocused environment. It is hoped to enhance parent-child attachment and build networks between fathers.

3.8.7 Kangaroo Kids – EDCFC Kangaroo Kids a new program at the EDRFC, organised by the East Devonport Child and Family Centre. The program is aimed at children under 5 years of age, to help increase their motor skills (movement and coordination of arms, legs and large body parts).

Supported by the pediatric physiotherapist (DHHS), children are encouraged to get physical and get moving. The data for East Devonport shows that children in this geographic region are vulnerable on two or more domains, including gross motor development. By providing this opportunity, it is hoped children will improve their skills. This program is being promoted as a playgroup called Kangaroo Kids with incentives such as branded t shirts and passports to entice children and parents to be involved. Session take place each Thursday morning, 9:30am to 11:30am and includes morning tea.

3.8.8 Seniors Week Program Aging Stronger, Active Longer is a health and wellbeing program, that will be launched during Seniors Week in October. This program runs for 8 weeks,

ITEM 7.2

PAGE 131 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

commencing October 17, with 2 sessions per week; Tuesdays at the DRC and Thursdays at the EDRFC. Sessions will include a low impact fitness and stretching session, followed by a guest speaker. The speakers are from a range of different organisations that seniors will find relevant, helpful and interesting; falls prevention, CLS, priority one, podiatry, police, dentist, Centrelink and a nutritionist.

4

LIVING CITY

4.1

Convention Centre Stage 1 of Living City includes the construction of an 800-seat conference and convention centre, situated on the third floor of the multi-purpose civic building. In August, Fairbrother poured the third-floor slab for the conference and convention centre.

Enquiries for hire are starting to come through, and at present are being managed by the staff of the Devonport Entertainment and Convention Centre.

A branding exercise is being carried out to name the multi-purpose building and convention centre, as well as develop a naming strategy for the various meeting room through the complex.

4.2

Art Gallery Relocation At the August Council meeting a construction tender was awarded to start the construction of a new art gallery, allowing the relocation of the Devonport Regional Gallery from its current site in Stewart Street to Living City Stage 1 precinct. The new Devonport Regional Gallery will be housed alongside the Devonport Entertainment and Convention Centre, in the old Courthouse building.

It is expected the construction works will be completed by the middle of 2018.

5

TOURISM, MARKETING AND EVENTS TOURISM

5.1

Visitor Information Centre 5.1.1

Australian Master Games The Devonport Visitor Information Centre is the Masters Games accommodation Hotline hub. Providing and managing accommodation bookings is keeping staff busy as the Masters Games rapidly approach.

While many of the private homes listed are filling fast, there are still several options for accommodation across the coast.

5.1.2

Australian Indoor Bias Bowls Championship The Devonport Visitor Centre provided a pop-up information desk at the recent Australian Indoor Bias Bowls Championships, held at the Devonport Recreation Centre. Volunteers provided visitors with information packs and first-hand knowledge of the region, encouraging them to stay on and explore the region after competition finished.

5.1.3

2017 Tasmanian Visitor Information Network (TVIN) Annual Forum Staff from the Devonport Information Centre attended the annual TVIN Forum in August. New products, and operating systems were on display, with the aim to develop a consistent state-wide network.

ITEM 7.2

PAGE 132 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

5.2

Tourism Development Strategy The Devonport Destination Action Plan has been delivered with the first Leadership meeting held 30 August with representatives from Council and Industry. Action points were decided upon and the Leadership team will begin implementing these.

5.3

Cradle Country Marketing Group (CCMG) The Cradle Country Marketing Group has adopted their budget for the 2017-2018 financial year. With a focus on marketing the region at the major tourism gateways Hobart, Launceston and Devonport airports, Port Melbourne and on the Spirit.

Advertising will be LED billboards at Hobart Airport and a static lightbox billboard the Launceston Airport.

The Group are developing a redesigned booklet to complement the new Regional Brochure that is being produced by the Cradle Coast Authority.

Significant work has been undertaken by Council staff to coordinate the advertising at Launceston and Hobart Airports along with producing the new brochure which is anticipated to be released in October.

5.4

Marketing Marketing and Events team recently undertook a workshop with key social media users in the organisation to understand their habits, and any frustrations they have. A SWOT analysis was performed and a number of key actions were identified they include, developing a Social Media strategy and undertaking organisational training on Social Media and identifying an appropriate content management system to allow content generation across platforms from the desktop. It is anticipated an online content management system will allow users across departments to post content whilst guaranteeing security of Council’s Social Media pages.

Work is continuing on the Devonport Retail Strategy. Internal and external working groups will be organised to discuss the feedback collected as part of the survey.

A new process for approving event signage around Devonport has been implemented which mimics the State Roads process of approving requests for event signage.

5.5

Events 5.5.1 Australian Masters Games Opening Ceremony Planning for the Masters Games Opening Ceremony continues with regular meetings with the committee. The Opening Ceremony will be a food and wine experience with a number of local producers and venues involved. The Opening Ceremony will be held in Roundhouse Park Devonport on Saturday 21 October and will feature a short program of formalities. Expressions of interest have been circulated for food & drink vendors and Council have received a number of applications already.

5.5.2 External Events Council have received event applications for the following events: Ocean Paddler Event, Christmas in the East, Spirit of Tasmania Cycling Tour 2017, Light the Night 2017, Kids Cancer Gold Bus Project, Pink Walk, Living Lightly Expo 2017, AMG Duathlon, Superhero Sunday, AMG Community BBQ, Zonta Missing Persons Memorial. Marketing and events team have been liaising with the Devonport Motor Show committee to review and refresh the Heads of Agreement.

5.5.3 DFWF 36 unique events are occurring as part of the 2017 DFWF, which will result in over 100 activities happening throughout the month of October. Marketing of ITEM 7.2

PAGE 133 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

the event has continued with the dedicated website completed and all events added in draft ready for the Festival Launch. A media partnership is in place with SeaFM, 7AD and the Advocate along with a digital campaign in development. Key Council initiated events include a dinner raising money for Charity featuring our 2017 Ambassador Ian Curley, an evening street market featuring food trucks, a VIP dinner with Ian Curley for competition winners and a pay-it-forward style soup kitchen. The billboard in Quoiba was updated in early August to show an advertisement for the Devonport Food and Wine Festival.

5.5.4 Queens Baton Relay Council is part of a Local Working Group, alongside emergency services and led by the Gold Coast Commonwealth Games Team to coordinate the Queens Baton Relay, which will travel through Devonport on Wednesday 7 February before making its way to Burnie. The street level route is due to be released in mid-October.

COMMUNITY ENGAGEMENT The information provided above details all community engagement.

FINANCIAL IMPLICATIONS Any financial or budgetary implication related to matters discussed in this report will be separately reported to Council.

There is not expected to be any impact on the Council’s operating budget as a result of this recommendation.

RISK IMPLICATIONS There are no risk implications which relate to this report.

CONCLUSION This report is provided for information purposes only and to allow Council and the Community to be updated on matters of interest.

ATTACHMENTS Nil

RECOMMENDATION That it be recommended to Council that the Community Services report be received and noted.

Author: Position:

Shane Crawford Executive Manager Corporate, Community & Business Services

Endorsed By: Position:

ITEM 7.2

Paul West General Manager

PAGE 134 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

7.3

MINUTES OF COUNCIL'S ADVISORY BOARDS

SPECIAL

INTEREST

GROUPS

AND

File: 34511 D489356

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4

Ensure effective committees

administration

and

operation

of

Council’s

SUMMARY To present the Minutes of the Council’s Special Interest Groups and Advisory Boards.

BACKGROUND At Council’s Governance and Finance Meeting held on 20 March 2017, it was determined (Min. GFC59/17 refers): That the Review of Committees report be received and noted and that Council: 1.

amalgamate the activities of the Governance and Finance and Community Services Committees and form the Governance, Finance and Community Services Section 23 Committee effective 1 July 2017;

2.

agree to proposed changed structure for Special Interest Groups, Special Committees and Working Groups as outlined in the report;

3.

membership of Aldermen on all Section 23 Committees and Committees be referred to a future Council Workshop for determination;

4.

develop terms of reference/guidelines for all Committees; and

5.

note that new working groups or special interest groups will be convened on an as required basis from time to time.”

The new meeting structure has commenced following an expression of interest process for members concluded in July.

STATUTORY REQUIREMENTS Under Section 24 of the Local Government Act, 1993, a Council may establish Special Committees on such terms and for such purposes as it thinks fit.

DISCUSSION The minutes of the following Committee meetings are attached: •

•



Active City o

The Committee welcomed new members

o

The Committee participated in a brain storming session on Sport & Recreation within the Devonport municipality

Devonport Maritime & Heritage o

The Committee welcomed new members

o

The Committee participated in a workshop session on Pioneer Park  ITEM 7.3

PAGE 135 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

•

•

East Devonport Special Interest Group o

The Committee welcomed new members

o

The Committee participated in a workshop session on Pioneer Park

o

The Committee was given an overview of the Capital Budget Projects within East Devonport

Devonport Food & Wine Festival Working Group o

2 August 2017 ▪

o

o

The Ambassador Charity Dinner committee agreed to split funds raised between Grans Van and the School Breakfast Clubs.

9 August 2017 ▪

The Committee adopted the draft DFWF brochure

▪

The Committee discussed EOI’s of events received for the festival

23 August 2017 ▪

The Committee agreed to hold the program launch on Wednesday, 5 September.

COMMUNITY ENGAGEMENT Committees allow Council to engage with the community at a level of collaboration. This means the public are partners in decision-making including the development of alternatives and identifying the preferred solution.

FINANCIAL IMPLICATIONS There are no financial implications which relate to this report.

RISK IMPLICATIONS There are no risk implications which relate to this report.

CONCLUSION The minutes of Council’s Special Interest Groups and Advisory Boards are provided for Council’s consideration. The attachments referred to in the minutes are available upon request.

ATTACHMENTS ⇩ 1.

2017.08.16 Active City Minutes

⇩ 2.

2017.08.30 DMHSIG - Minutes and Action List

⇩ 3.

2017.8.29 East Devonport Special Interest Group Minutes and Action List

⇩ 4.

Unconfirmed Minutes of the Devonport Food and Wine Festival Special Interest Group - 23 August 2017

⇩ 5.

Unconfirmed Minutes of the Devonport Food and Wine Festival Special Interest Group - 9 August 2017

⇩ 6.

Unconfirmed Minutes of the Devonport Food and Wine Festival Special Interest Group - 2 August 2017

ITEM 7.3

PAGE 136 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

RECOMMENDATION That it be recommended to Council that the minutes of the Active City, Devonport Maritime & Heritage, East Devonport & Devonport Food & Wine Festival committees be received and noted.

Author: Position:

Shane Crawford Executive Manager Corporate, Community & Business Services

Endorsed By: Position:

ITEM 7.3

Paul West General Manager

PAGE 137 2017.08.16 Active City Minutes

ATTACHMENT [1]

ITEM 7.3

PAGE 138 2017.08.16 Active City Minutes

ATTACHMENT [1]

ITEM 7.3

PAGE 139 2017.08.30 DMHSIG - Minutes and Action List

ATTACHMENT [2]

ITEM 7.3

PAGE 140 2017.08.30 DMHSIG - Minutes and Action List

ATTACHMENT [2]

ITEM 7.3

PAGE 141 2017.08.30 DMHSIG - Minutes and Action List

ATTACHMENT [2]

ITEM 7.3

PAGE 142 2017.08.30 DMHSIG - Minutes and Action List

ATTACHMENT [2]

ITEM 7.3

PAGE 143 2017.08.30 DMHSIG - Minutes and Action List

ATTACHMENT [2]

ITEM 7.3

PAGE 144 2017.08.30 DMHSIG - Minutes and Action List

ATTACHMENT [2]

ITEM 7.3

PAGE 145 2017.8.29 East Devonport Special Interest Group Minutes and Action List

ITEM 7.3

ATTACHMENT [3]

PAGE 146 2017.8.29 East Devonport Special Interest Group Minutes and Action List

ITEM 7.3

ATTACHMENT [3]

PAGE 147 2017.8.29 East Devonport Special Interest Group Minutes and Action List

ITEM 7.3

ATTACHMENT [3]

PAGE 148 2017.8.29 East Devonport Special Interest Group Minutes and Action List

ITEM 7.3

ATTACHMENT [3]

PAGE 149 2017.8.29 East Devonport Special Interest Group Minutes and Action List

ITEM 7.3

ATTACHMENT [3]

PAGE 150 2017.8.29 East Devonport Special Interest Group Minutes and Action List

ITEM 7.3

ATTACHMENT [3]

PAGE 151 Unconfirmed Minutes of the Devonport Food and Wine Festival Special Interest Group - 23 August 2017

ITEM 7.3

ATTACHMENT [4]

PAGE 152 Unconfirmed Minutes of the Devonport Food and Wine Festival Special Interest Group - 23 August 2017

ITEM 7.3

ATTACHMENT [4]

PAGE 153 Unconfirmed Minutes of the Devonport Food and Wine Festival Special Interest Group - 9 August 2017

ITEM 7.3

ATTACHMENT [5]

PAGE 154 Unconfirmed Minutes of the Devonport Food and Wine Festival Special Interest Group - 9 August 2017

ITEM 7.3

ATTACHMENT [5]

PAGE 155 Unconfirmed Minutes of the Devonport Food and Wine Festival Special Interest Group - 2 August 2017

ITEM 7.3

ATTACHMENT [6]

PAGE 156 Unconfirmed Minutes of the Devonport Food and Wine Festival Special Interest Group - 2 August 2017

ITEM 7.3

ATTACHMENT [6]

PAGE 157 Unconfirmed Minutes of the Devonport Food and Wine Festival Special Interest Group - 2 August 2017

ITEM 7.3

ATTACHMENT [6]

PAGE 158 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

7.4

UNCONFIRMED MINUTES - SHARED AUDIT PANEL - 7 AUGUST 2017 File: 30196 D478542

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.6.4

Provide internal and external audit functions to review Council's performance, risk management, financial governance and reporting

SUMMARY To report the unconfirmed minutes of the Audit Panel meeting held on 7 August 2017.

BACKGROUND The Audit Panel is in place to assist Council in fulfilling its oversight responsibilities by providing independent advice and assurance in regard to the Council’s financial management, risk management, internal control and compliance framework.

In late 2014, Council determined to establish a shared Audit Panel with Central Coast Council.

The Audit Panel of each Council comprises two elected members and two independent members. The independent members are appointed jointly by both Councils to be shared between each Council’s Audit Panel.

STATUTORY REQUIREMENTS All Councils must have Audit Panels that operate in accordance with Part 8 of Division 4 of the Local Government Act 1993 (the Act) and the Local Government (Audit Panels) Order 2014.

DISCUSSION The unconfirmed minutes of the Audit Panel meeting held on 7 August 2017 are attached for information. These minutes are for the Shared session of the meeting and for the Devonport City Council specific section.

Items of note from the Shared meeting include: •

Regulatory reporting prepared by each Council;

•

Status of the proposed legislation relating to the change of ownership for TasWater; and

•

A recent information session for Audit Panel members conducted by the Tasmanian Audit Office.

The Devonport City Council Audit Panel discussed: •

The draft 2017 financial statements;

•

Insurance claims update and overview of insurance placements for 2017/18;

•

Update on the LIVING CITY project with a focus on the expression of interest process for the waterfront hotel development. As this discussion included information that relates to a confidential report to Council, the minutes of the DCC Audit Panel have been provided as a confidential attachment.

COMMUNITY ENGAGEMENT There is no community engagement undertaken as a result of this report.

ITEM 7.4

PAGE 159 Report to Governance, Finance & Community Service Committee meeting on 18 September 2017

FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.

RISK IMPLICATIONS Risk Management Practices The Audit Panel plays a key oversight role in Council’s Risk Management activities providing elected members with an extra level of comfort that the systems in place are adequate. Within its charter, the primary objectives of the Audit Panel are to consider whether: •

the annual financial statements of the Council accurately represent the state of affairs of the Council;

•

the Strategic Plan, Annual Plan, long-term financial management plan and long-term strategic asset management plans of the Council are integrated and the processes by which, and assumptions under which, those plans were prepared are sound and justified;

•

the accounting, internal control, anti-fraud, anti-corruption and risk management policies, systems and controls that the Council has in relation to safeguarding its long-term financial position are appropriate;

•

the Council is complying with the provisions of the Act and any other relevant legislation;

•

all strategic and business risks affecting the Council are identified and assessed, and the effectiveness of mitigation controls evaluated; and

•

the Council has taken any action in relation to previous recommendations provided by the Audit Panel to the Council.

CONCLUSION The information contained in the report and the minutes of the Audit Panel meeting held on 7 August 2017 are presented to the Aldermen as per the recommendation below.

ATTACHMENTS ⇩ 1.

Unconfirmed Audit Panel Minutes 7 August 2017 - Shared

2.

Unconfirmed Audit Panel Minutes 7 August 2017 - DCC

Confidential

RECOMMENDATION That the unconfirmed minutes of the Audit Panel meeting held on 7 August 2017 be received and noted.

Author: Position:

Kym Peebles Executive Manager Performance

Organisational

Endorsed By: Position:

ITEM 7.4

Paul West General Manager

PAGE 160 Unconfirmed Audit Panel Minutes 7 August 2017 - Shared

ITEM 7.4

ATTACHMENT [1]

PAGE 161 Unconfirmed Audit Panel Minutes 7 August 2017 - Shared

ITEM 7.4

ATTACHMENT [1]

PAGE 162 Governance, Finance & Community Service Committee meeting Agenda 18 September 2017

8.0

CLOSED SESSION

RECOMMENDATION That in accordance with Regulation 15 of the Local Government (Meeting Procedures) Regulations 2015, the following be dealt with in Closed Session.

Item No

Matter

Local Government (Meeting Procedures) Regulations 2015 Reference

8.1

Rates Owing - Landslip Property

15(2)(j)

PAGE 163 Governance, Finance & Community Service Committee meeting Agenda 18 September 2017

OUT OF CLOSED SESSION RECOMMENDATION That the Committee move out of Closed Session.

9.0

CLOSURE

There being no further business the Chairman declared the meeting closed at

pm.